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Administrative Coordinator for CEEDS and Environmental Science and Policy

Smith College
Massachusetts, United States
Salary Not Specified
Posted date
Nov 12, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Faculty Affairs, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Center for the Environment Job Description

Job Summary

Provide comprehensive administrative support in all areas of operation by working collaboratively with Center and program faculty and staff to support the curricular/pedagogical, co-curricular and operational missions of the assigned units and the College. Assist in the general support of the daily operations of the academic units and the Center.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment. Take appropriate actions to use college and natural resources wisely and in a limited fashion consistent with the mission of the college and center.

Essential Functions

Administrative Support (25%)

Handle clerical, ordering, and substantial scheduling tasks for the program and Center directors, core program faculty, program and Center staff and associate VP for Campus Planning and Sustainability. Maintain program and Center records and databases. Manage program and Center correspondence; draft publicity and other communications for distribution to faculty, students, alumnae and other external audiences. Support faculty and staff searches, decennial reviews, and midterm reviews. Maintain and update web page content and other online presence, as appropriate. Assist in onboarding of new faculty and staff.

Attend administrative assistants’ meetings organized by the Associate Dean of Faculty, stay current with the college’s procedures and policies; collaborate with other College offices as needed.

Budget Support: (20%)

Administer and track all program and Center 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 Administrative and Faculty Directors on departmental budget planning. Reconcile and report on key budget areas. Track student payroll.

Event management: (20%)

Schedule, support, organize, and publicize all aspects of program events, visits, residencies, and field trips. Manage multiple events throughout the year for a variety of curricular, cocurricular, research and public engagement programs. Reserve rooms, order catering and technological support. Ensure proper event set-up and student intern staffing. Maintain master calendar of activities in 25Live, Google and print calendars. Make transportation and lodging arrangements for guest speakers and off-campus student/staff excursions. Manage payment and reimbursements for travel, honorarium, catering etc. Manage the external event and activity schedule associated with the MacLeish Field Station. Organize the work of appointed student liaisons in connection with event planning.

Curricular Support (20%)

Assemble and update course offerings and schedules. Assist in the preparation of annual course catalog revisions. Support course scheduling process and work with curricular units to meet institutional deadlines around curricular requests and changes. Order instructional supplies and help prepare course materials. Secure copyright permissions, following college policy. Assist faculty in hiring work-study students. Monitor and update yearly departmental records. Coordinate administrative needs for program annual prizes.

Manage the design, development and maintenance of electronic and print program publications including web pages, brochures, posters, and newsletters. Communicate program news via social media, e-digest, college relations, etc. Assist with data collection and quarterly and annual reporting.

Other Functions

Facilities Oversight: (15%)

General oversight of assigned academic buildings including coordinating work orders, keys, office equipment and supplies. Maintain building equipment; 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. Coordinate the scheduled use of the MacLeish Field Station and facilities.

Supervise Student Workers:

Hire, train, and supervise student workers to support the above-listed duties and responsibilities. Support the hiring of student interns and research assistants for CEEDS.

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.

Additional Information

For the care and safety of our community, Smith College requires that all employees be vaccinated as a condition of employment and as such, the incumbent will be required to be immunized against COVID-19 on or before their first day of employment. Proof of vaccination status will be required. Individuals may seek medical or religious exemption with HR, but must do so prior to their arrival.

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

November 29, 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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