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Administrative Coordinator, Kahn Institute and Special Projects

Smith College
Massachusetts, United States
Salary Not Specified
Closing date
Aug 9, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Faculty Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Conference & Special Event Administration
Employment Level
Employment Type
Full Time
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Kahn Institute Job Description

Job Summary

Manage the day-to-day operations of the Kahn Institute. Schedule and upkeep of the Institute’s space; manage the Institute’s budget and purchasing; handle applications for Kahn Institute fellowships; manage food service for Institute projects and events; serve as administrative assistant to the Director; manage the annual Neilson-Kahn Seminar; work with the Director to plan the annual student research workshop; work with the Director to execute Institute policy; hire and supervise work-study assistants. Work with allied offices to support limited term initiatives and programs.

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 (30%)

Handle clerical, ordering, and scheduling tasks for the directors, core program faculty, and staff. Maintain departmental records and databases. Manage departmental correspondence; draft communications for distribution to faculty, students, alumnae and other external audiences. Support self-studies and other insitutional research. Maintain and update departmental web page content and other online presence, as appropriate. Support the Neilson Professor and other visitors temporarily residing in Kahn Office space. Collect and organize faculty applications for short and long-term projects.

Budget Support: (20%)

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. Advise on departmental budget planning. Reconcile and report on key budget areas. Generate reports as needed by the Director, Project & Publicity Administrator and Advisory Committee. Process and support faculty fellow grants and student fellow compensation in coordination with budget office.

Event management: (35%)

Schedule, support, organize, and publicize all aspects of program events, visits, residencies, and field trips. Manage events and lecture series including budget, funding, travel, catering and honorarium. Support public presentations of student fellows (either through Celebrating Collaborations or some other events.) Maintain schedules for affiliated spaces. Coordinate with Project & Publicity Administrator to plan institute events. Maintain event schedules and oversee affiliated spaces. Plan Student Research Workshop. Assist with projects and events sponsored by the Institute as needed.

Other Functions

Facilities Oversight: (15%)

General oversight of assigned buildings including coordinating work orders, keys, office equipment and supplies. Maintain building equipment, including kitchen; report and track building repairs. Manage building budgets with decision making on expenditures and reconciliation. Order supplies and manage inventory. Act as a liaison with faculty and allied offices to facilitate faculty onboarding and office moves.

Supervise Student Workers:

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

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

High school degree or equivalent and three years of relevant experience or the equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Associate’s degree preferred.


Excellent oral and written communication skills; very strong PC skills, proficiency in Microsoft Word, Microsoft Excel and using the Internet; ability to organize and prioritize work effectively, be detail oriented, take initiative and responsibility, be pro-active, resolve problems, manage multiple tasks simultaneously, and work well with diverse groups of faculty and staff. Willingness to learn new technologies as necessary.

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . You may combine your resume and cover letter into a single file or attach multiple files to your application, but BE SURE you have provided all attachments BEFORE SUBMITTING your application. You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

July 19, 2021

Compensation Grade:

Grade N Non-exempt

Position Type:


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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