Administrative Coordinator

2 weeks ago

Northampton, United States Smith College Full time

NORTHAMPTON Administrative Coordinator (Art) If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu. Job Summary As a member of an administrative team, perform duties in support of the faculty, staff and students under the coordination and supervision of the Administrative Manager. Work closely with administrative colleagues in the department and the team more broadly, to prioritize and manage workload. Provide comprehensive administrative support in all areas of operation by working collaboratively with program faculty and staff to support the curricular/pedagogical mission of the assigned academic units. Assist in the general support of the daily operations in an academic building and associated facilities. Essential Functions Administrative Coordination (25%) Partner with department chair, associate chair and administrative colleagues to develop strategies for budgets, curriculum, and events. Coordinate with the Art Department Exhibition Committee and other necessary committees to provide institutional memory and collaborative problem solving. Develop and assess processes for meeting departmental priorities. Provide administrative coordination for faculty and staff searches, decennial reviews, midterm reviews and other required reporting. Facilitate onboarding of new faculty and staff including adjuncts and visiting faculty. Liase with Smith Office of the Arts, Provost\'s Office, allied units and student organizations. Provide organizational expertise for inititaves and events originating in the department. Collaborate with arts administative colleagues to plan curricular and co-curricular events. Procurement and Budget Support: (25%) Administer and track all program budgets based on institutional policy and using the college\'s financial management systems. Perform budget operations, process requisitions, purchase order requests, invoices, and reimbursement requests. Analyze expenditures against the budget and notify directors of discrepancies. Provide chairs with regular budget reports. Advise, support and proactively work with department chairs on departmental budget planning. Reconcile and report on key budget areas. Manage all departmental purchasing of consumable instructional supplies and equipment. Balance and monitor multiple budget lines to ensure accuracy, equitable use of funds and compliance with guidelines around use of restricted funds and grants. Curricular Support (15%) Assemble and update course offerings and schedules. Assist in the preparation of annual course catalog revisions. Support course scheduling process and work with departments to meet institutional deadlines around curricular requests and changes. Act as a liaison with Registrar and Provost offices on curricular matters. Assist faculty in hiring work-study students. Monitor and update yearly departmental records. Model Coordination: (15%) Based on curricular need, plan model hiring by semester. In collaboration with HR, source and hire casual worker models in Workday. Supervise, onboard and provide managerial support for all casual art models. Build and manage the work schedule for models and communicate work plans with faculty and chairs. Act as a resource for models and faculty. Art Supply Management: (10%) Facilities Oversight: (10%) Supervise Student Workers: Minimum Qualifications High school degree or equivalent and three years of relevant experience or the equivalent combination of education and/or experience. Associate\'s degree preferred. Experience working with individuals from diverse backgrounds.

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