Administrative Assistant

4 days ago

Northampton, United States Smith College Full time

.

Dining Services

**Job Description**:
Job Summary

Responsible for coordinating the day-to-day operations of the Dining Services office. Manage employee data and provide financial and database support. Welcome visitors, receive and field phone inquiries.
- Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment._

Essential Functions
- Administrative Support_
- Provide administrative support to the Dining Services staff.
- Schedule meetings, coordinate deadlines and calendars, prepare and review documents and reports, manage day-to-day office operations.
- Field requests for supplies or equipment repairs for kitchens.
- Attend meetings and workshops to stay current with the college’s procedures and policies; work with other College offices as needed.
- Employee Data Management_
- Maintain and record all employee data including, job changes, wage increases, availability for extra work, missed work and time off through databases.
- Assist in filling vacant shifts or absences.
- Procurement and Financial Administration_
- Process requisitions, purchase order requests, invoices, procurement card charges, and reimbursement requests.
- Send invoices and receive payment for catering or other revenue sources.
- Communication_
- Assist with and provide support for official correspondence, manage the design, development and maintenance of electronic and print program publications including web pages, brochures, posters, and employee correspondences. Communicate program news via social media, e-digest, etc
- Visitor Guest Coordination_
- Respond to all inquiries and provide general information and reception for faculty, staff, students, and visitors including walk-in and telephone inquiries. Process all requests for Five College Meal Plans, Off Campus Meal Purchases and External Guests Tickets for Dining. Perform related tasks as needed.
- All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment._

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)
- High school diploma, and one to three years of relevant experience or the equivalent combination of education and/or experience.
- Knowledge of and interest in food and sustainability.
- Experience working with individuals from diverse backgrounds._

**Skills**:

- Excellent communication skills - verbal, written and interpersonal with demonstrated ability to interact effectively with diverse populations; ability to communicate with all levels of the department and organization and to be discreet and maintain confidentiality.
- Experience and facility with on-line and social media, including web pages, blogs, twitter, Facebook, and contact management utilities.
- Proven ability to track expenses and manage financial data accurately in paper files, spreadsheets, accounting system.
- Proficient in the use of office technology, especially Google Applications (Sheets, Docs, Forms, Slides), Microsoft Office, Access, Word, and Excel. Experience with Banner, Moodle, and CBORD a plus.
- Proven mastery of organizing and prioritizing own work, resolving problems, and managing multiple tasks simultaneously.
- Ability to absorb current best practices for administrative workflow and systems and willingness to participate in continued improvement and implementation of these practices among the administrative team.

You will NOT be able to attach additional files after you have hit the Submit button.

June 26, 2024

Compensation Grade:
Grade O

Position Type:
Regular

About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.


As set forth in our

mission and values

, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.

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