Office Coordinator

2 weeks ago

Bethlehem, Pennsylvania, United States Smith College Full time

If you have any inquiries regarding the role or our application procedure, please feel free to reach out to us.

Position Overview

Role Summary
As a vital member of the administrative team, you will undertake responsibilities that support the faculty, staff, and students within the academic environment. Under the guidance of the Administrative Supervisor, you will deliver extensive administrative assistance across various operational areas, collaborating closely with program faculty and staff to uphold the educational mission of designated departments and programs. Please note that departmental assignments may evolve over time.


Your contributions will be essential in fostering a diverse workforce and participating in the institution's initiatives to cultivate a respectful, inclusive, and welcoming workplace.

Key Responsibilities

Administrative Assistance (20%):

  • Manage clerical, ordering, and scheduling responsibilities for department heads and faculty within assigned academic units.
  • Maintain departmental records and databases efficiently.
  • Oversee departmental communications; draft promotional and other materials for distribution to faculty, students, alumni, and external stakeholders. Assist in faculty and staff recruitment processes, as well as performance reviews.
  • Update and maintain departmental web content and online presence as necessary.
  • Support the onboarding process for new faculty and staff members.
  • Keep track of information related to faculty or staff transitions in the administrative database.
  • Provide supplies and assist with mailing and shipping tasks.

Financial Management and Procurement (25%):

  • Administer and monitor all program budgets in accordance with institutional policies, utilizing the college's financial management systems.
  • Execute budgetary operations, including processing requisitions, purchase orders, invoices, and reimbursement requests.
  • Analyze financial expenditures against the budget and alert directors to any discrepancies. Provide regular budget reports to department heads.
  • Maintain financial documentation to ensure compliance with policies.
  • Consult with department heads on budgetary decision-making.
  • Oversee all departmental purchases of instructional supplies, ensuring accuracy and compliance with funding guidelines.


Curricular Support (20%):

  • Compile and update course offerings and schedules.
  • Assist in the annual revision of the course catalog.
  • Facilitate the course scheduling process and collaborate with departments to meet institutional deadlines for curricular requests and modifications.
  • Act as a liaison with relevant offices on curricular issues.
  • Order instructional materials and assist in preparing course resources.
  • Secure copyright permissions in accordance with institutional policy.
  • Support faculty in the recruitment of work-study students.
  • Monitor and update departmental records annually.
  • Coordinate administrative requirements for departmental awards.

Event Coordination (20%):

  • Plan, support, organize, and promote all aspects of departmental events, visits, residencies, and field trips.
  • Oversee the activities of appointed student liaisons in relation to event planning.

Facility Oversight (15%):

  • Coordinate maintenance requests; manage office equipment; update building directories; collaborate with relevant offices on faculty office relocations. Provide general information and reception services for faculty, staff, students, and visitors.

Supervision of Student Workers:

  • Recruit and oversee student workers to assist with the aforementioned duties and responsibilities.
  • All employees are expected to contribute to the institution's efforts to foster a respectful, inclusive, and welcoming work environment.

Minimum Qualifications

  • High school diploma, with one to three years of relevant experience or an equivalent combination of education and experience.
  • Experience working with individuals from diverse backgrounds.

Required Skills

Exceptional communication skills—both verbal and written—with a proven ability to engage with all levels of the organization and collaborate effectively with diverse groups of faculty and staff. Strong financial and project management capabilities, including the ability to prioritize tasks, take initiative, and manage multiple responsibilities simultaneously. Proficient in computer and technical skills, including familiarity with Google and Microsoft Office suites. Experience supervising student workers is preferred. A commitment to staying informed about administrative technology and applying innovative practices is essential.

Please ensure to attach a current resume and cover letter for your application to be considered for this position.

Position Type:

RegularAbout Smith College

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country, dedicated to excellence in teaching and research across the liberal arts. Faculty members, who are outstanding scholars, engage with students in small classes, as advisors, and through collaborative research projects. The College is part of the Five College Consortium, which includes Amherst, Hampshire, and Mt. Holyoke Colleges, as well as the University of Massachusetts Amherst, allowing for cross-enrollment and faculty collaboration.

In alignment with our mission and values, Smith College is committed to fostering a culture of equity and inclusion among students, staff, and faculty. The College adheres to all state and federal laws prohibiting discrimination in employment based on various classifications.

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