Program Assistant

Location
Northampton, Massachusetts
Posted
Dec 20, 2018
Institution Type
Four-Year Institution

Position Summary:

As a member of an administrative team, support the faculty, staff and students of the Clark Science Center. May be assigned as main support person for one or more departments or programs in which case they provide direct support to the department chair(s) and/or program director(s). Departmental assignments may change over time. 

Support the day-to-day operation of the Picker Engineering Program and serve as the initial point of contact within the Picker Engineering Program.  Build and maintain positive working relationships with faculty, staff, students, and external visitors. Provide administrative support for faculty and staff, including administration of programmatic budgets. Responsible for maintaining audit trail for compliance with Smith financial policies.

Duties and Responsibilities:

Front Office: Provide general information and reception for faculty, staff, students, and visitors to the Picker Engineering Program; direct students to appropriate resources and forms; collect and review completed forms and applications from students.

Administrative Support: Assist director in editing and updating the Catalog, departmental snapshot, and newsletter.  Maintain and update program website and Moodle.  Work with faculty and Director to develop schedule of classes; track and manage use of department-controlled spaces.  Organize, track, and keep updated all assessment forms, provide support for ABET assessment and other programmatic assessments, help coordinate ABET site visit.  Support travel of invited visitors, including speakers and job candidates; coordinate and support program events, public lectures, and commencement and reunion receptions.   Assist students with professional registrations. Keep abreast of pertinent administrative developments at Smith College and learn new systems as needed. Ensure office supplies remain stocked; maintain multi-function device and other office equipment.   Serve as program liaison to purchasing, controller's office, ITS, CATS, and facilities.

Budget Support: Administer program budget, including making purchases and tracking expenses.  Process requisitions, reimbursements, payables, journal entries, and budget transfers.  Provide budget status reports on a regular basis to Director and other faculty as needed.  Reconcile budget expenses with College accounting system.  Maintain financial files and paper audit trail for Smith financial policy compliance.

Direct Support, Faculty:  Provide direct support to the faculty of the Picker Engineering Program, including the coordination of events, meetings, and field trips; Post jobs and help hire students through JobX; other office support as requested.

Direct Support, Director and Assistant Director:  Provide direct support for the director and assistant director, coordinating deadlines, gathering information needed for departmental/college procedures, documents, and reports.

Supervision and Mentoring: Supervise and mentor the Engineering Office Assistant (student worker).

Perform other duties as required.

Qualifications:

MINIMUM QUALIFICATIONS:

Education/Experience:  High school diploma, and one to three years of relevant experience or the equivalent combination of education and/or experience. Associate's degree preferred.  Experience with basic bookkeeping.

Skills: Ability to organize and prioritize work, take initiative, resolve problems, and manage multiple tasks simultaneously. Excellent communication skills- verbal, written and interpersonal with demonstrated ability to be discreet and maintain confidentiality; ability to communicate with all levels of the department and organization. Proven ability to track expenses and manage financial data accurately in spreadsheets and accounting system. Proficient in the use of office technology, e.g. Access (or Filemaker), Word, Excel, and PowerPoint.  Ability to update and maintain web pages.

 

 

Additional Information:

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

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