Administrative Assistant and Funding Coordinator

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu .

Class Deans Office Job Description

Job Summary

Provide administrative assistance to all class deans and directly support several of them as well as the budgetary transactions for the Fellowship Office and Honor Board case processing. Coordinate and process funding requests. Assist with answering student, faculty, staff, and parent questions, concerns, or solving challenges, as part of a team in a busy office. Learn and understand the College’s academic policies and requirements for successful degree completion. Create reports on student standing and manage correspondence with students, parents, and faculty. Communicate clearly and display sensitivity to diverse backgrounds and points of view. Ability to consult with others and observe confidentiality and good judgment. Contribute to an atmosphere of collegiality and professionalism in the office, primarily serving students.

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

Office Operation/Customer Service (50%):

Assist with coordinating the daily schedule and work of the deans. Screen inquiries of students, faculty, parents and staff, providing information and using judgment to determine appropriate course of action and responsibility, primarily with regard to academic issues, including registration, petitions, transfer credit, policies, etc. Generate accurate and timely correspondence. Communicate via email, in-person, virtually, and over the phone with faculty and staff regarding student health and personal issues impacting students’ academics.

Academic Welfare/Progress Support (20%):

Monitor student credits and grades at mid-semester and end of semester for evaluations of good standing, prepare student reports for the deans; and alert students of mid-semester unsatisfactory grades, credit shortage, and Administrative Board actions. Collect and prepare student petitions for Class Deans' and Administrative Board meetings. Prepare student files and print reports in preparation for Academic Review meetings four times per year. Track and maintain students required to complete credits in summer school. Coordinate with the Academic Honor Board Chair regarding scheduling and correspondence for Honor Board cases.

Funding Coordinator (15%):

Manage, in collaboration with stakeholders, applications for Smith Student Aid Society. Send award notifications to students and stakeholders. Coordinate Ada Comstock funding requests for non-traditional students and Nina Rothchild funding for traditional students. Manage Alumnae Scholarship applications and award notifications.

Other Functions



Other Functions (15%):

Provide technological assistance with regard to new software programs in order to create more efficient processes in the office. Workday point person, Google forms specialist. Other duties as assigned and collaborate with the administrative team as needed.

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

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



Associate's Degree or equivalent and a minimum of three years of relevant experience or the equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Bachelor's degree preferred. Understanding and execution of web page management and maintenance and the ability to adjust between different online platforms as needed. Workday and Maxient experience.

Skills

The ability to listen effectively, calibrate appropriately, and identify critical paths quickly. The capacity to learn new technologies quickly and effectively and serve as a resource to train others. Excellent oral and written communication skills for a variety of constituents (faculty, staff, students, alumnae, parents, and stakeholders). The aptitude to work with a diverse population, prioritize work, show accuracy, attention to detail, and handle confidential information. Experience with Microsoft Office Suite, Google Workspace, MacOS, and Adobe. Ability to function effectively as part of a cross-functional team, working effectively as an individual contributor and as a team member. Resilient, flexible, resourceful, a good sense of humor, desire to answer questions or find the appropriate answers, and dedicated to work with undergraduate students.

Additional Information

Workday and Maxinent experience. Understanding and execution of web page management and maintenance and the ability and will to adjust between different online platforms as needed.

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 . 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

January 20, 2022

Compensation Grade:

Grade N Non-exempt

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.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu .

Diversity and a culture of inclusion among students, staff, faculty, and administration are crucial to the mission and values of Smith College. We are an Affirmative Action/Equal Opportunity employer and do not discriminate on the basis of race, gender, age, color, religions, 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.