Administrative Assistant

Job description

Position Summary:

Provide comprehensive administrative support in all areas of operation of the Music department by working collaboratively with departmental faculty and staff to support the curricular/pedagogical mission of the department. Assist in the general support of the daily operations in a building that is a performing arts center as well as an academic department.

Duties and Responsibilities:

Administrative support: Handle clerical, ordering, and scheduling tasks for the department chair and for departmental faculty. Maintain departmental records and databases. Manage departmental correspondence. Support departmental faculty and staff searches, and assist in onboarding of new faculty and staff, including pro-rata instructors. Maintain and update departmental web page content and other online presence, as appropriate. Interface with performing guest artists, the Smith community, and the public.

Budget support: Administer and track department and program budget based on institutional policy and using the college’s financial management systems. Perform budget operations (e.g., reimbursement, budget transfers). Analyze expenditures against the budget and notify chairs of discrepancies.

Curricular support: Assemble and update course offerings and schedules. Assist in the preparation of annual course catalog revisions. 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 intradepartmental events, visits, and field trips. Collaborate with Events Scheduler as pertains to successful daily operations of the front office. Organize the work of appointed student liaisons in connection with event planning.

Facilities management: Coordinate work orders for departmental space; maintain all front office equipment, including department MFD; 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, including front office operations.

Student Registration. In consultation with allied offices and with faculty, oversee the student registration process for pro-rata instruction.

Other duties as assigned by supervisor.

Qualifications:

Education/Experience: High school diploma or equivalent, and three years of relevant experience or the 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 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. Knowledge of or experience with music education or music events management a plus.

Additional Information:

Smith College is an EO/AA/Vet/Disability Employer

 

 

 

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Job No:
Posted: 12/14/2018
Application Due: 2/12/2019
Work Type:
Salary: