Administrative Assistant

Location
Massachusetts, United States
Salary
Salary Not Specified
Posted
Nov 10, 2020
Employment Level
Administrative
Employment Type
Full Time
Social Sciences Job Description

PRIMARY FUNCTION(S):

Academic year (10 month) position. As a member of an administrative team, perform duties in support of the faculty, staff and students of the Social Sciences Administrative Group under the coordination and supervision of the Administrative Assistant Supervisor. Provide comprehensive administrative support in all areas of operation by working collaboratively with program faculty and staff to support curricular/pedagogical mission of assigned social science departments and programs, working directly with the chair of each academic unit. .

DUTIES AND RESPONSIBILITIES:

Administrative support:

Handle clerical, ordering, and scheduling tasks for chairs and faculty within assigned academic units. Maintain departmental records and databases. Manage departmental correspondence. Support departmental faculty and staff searches, decennial reviews, and midterm reviews. Maintain and update departmental web page content and other online presence, as appropriate. Assist in onboarding of new faculty and staff.

Budget support:

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.

Curricular support:

In consultation with department chair and faculty, gather, assemble and update course offerings and schedules. Assist in the preparation of annual course catalog revisions. Act as a liaison with Registrar and Provost offices on curricular matters. Order supplies and help prepare course materials. Secure copyright permissions, following college policy. Assist faculty in hiring work-study students.

Event management:

Schedule, support, organize, and publicize all aspects of program/departmental events, visits, residencies, and field trips. Organize the work of appointed student liaisons in connection with event planning.

Facilities management: Coordinate work orders; manage central office equipment, including MFDs; update building directories; coordinate with allied offices on faculty office moves.

Supervise Student Workers:

Hire and supervise student workers to support the above-listed duties and responsibilities.

Other duties as assigned by supervisor.

MINIMUM QUALIFICATIONS:

Education/Experience: High school diploma and one to three years of relevant experience, or an equivalent combination of education and/or experience.

SKILLS:

Excellent communication skills--verbal, written, and interpersonal--with demonstrated ability to communicate with all levels of the organization and work well with diverse groups of faculty and staff. Strong budget and project management skills, including the ability to organize and prioritize work effectively, take initiative and responsibility, and manage multiple tasks simultaneously. Strong computer, technical, and web maintenance skills (including the Google and Microsoft Office suites and others). Supervisory experience relevant to overseeing staff and student workers. Willingness to maintain an up-to-date knowledge of administrative uses of technology and learn/apply innovative and best-practice uses of Smith supported technology.

Please attach/upload a current resume and cover letter in order for your application to be considered for this position.

Review of applications will begin

November 20, 2020

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.

Smith College is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, gender, age, color, religion, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.

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