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Administrative Assistant

Employer
Smith College
Location
Northampton, Massachusetts

Job Details

Spinelli Center for Quantitative Learning

Job Description PRIMARY FUNCTION(S): Support the day ­to ­day operation of the Spinelli Center for Quantitative Learning and serve as the initial point of contact within the Spinelli Center during the academic year. Build and maintain positive working relationships with staff, students, instructors, and external visitors. Provide administrative support for the Center, including administration of programmatic budgets. Maintain audit trail for compliance with Smith financial policies.

 

 

 

DUTIES AND RESPONSIBILITIES:

 

Administrative Support:  Coordinate with director in managing student workers. Approve tutor payroll, reserve tutoring spaces using Live25, and assist in hiring students into Workday payroll software. Respond to tutors’ emails about schedule changes and cancellations, questions about meetings, payroll queries, and the scheduling and reservations of rooms for review sessions. Maintain the Center’s shared email accounts, contact lists, and moodle page. Coordinate class visits for tutor cohorts (for example, the Q-tutors and Math TAs). Assist director in updating webpage information, in scheduling and holding interviews for tutor hiring, and in tracking tutoring program usage. Refer calculator borrowing queries appropriately.

 

 

 

Assist in hiring Calculus Counselor and Data Counselor.  Advertise positions and coordinate with UMass point people.  Arrange candidate interviews and assemble application packets for the director.

 

 

 

Maintain the physical space of the Spinelli Center by ordering office supplies, supervising student workers, and contacting the custodial staff as needed.  Assist the director with the planning and running of tutor training events.  Assist the director in scheduling and advertising workshops and review sessions, publicizing events, and collaborating in the design and updates for the related webpages.  Keep abreast of pertinent administrative developments at Smith College and learn new administrative systems as needed. 

 

 

 

Financial records: Assist with purchasing, ordering and expense tracking.  Process requisitions, purchase order requests, invoices, reimbursement requests and journal entries.  Maintain financial files and paper audit trail for center’s procurement card for Smith financial policy compliance.

 

 

 

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

 

 

 

Visitor Information and Support:  Provide general information and reception for staff, students, instructors, and visitors to the Spinelli Center, including walk-­in and telephone inquiries.

 

 

 

Event Coordination:  Coordinate and organize tutor training support, including room reservations, publicity, refreshments. Assist in organizing and supporting conference attendance for the director and/or other quantitative skills counselors.

 

 

 

 

 

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 pay consistent attention to detail, organize and prioritize work, take initiative, resolve problems, and manage multiple tasks simultaneously. Excellent verbal and written communication skills and interpersonal skills, 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 data accurately, both in spreadsheets and an other systems. Good proficiency in Google applications (for example: email, drive, calendar) and the Microsoft Office suite. Ability to adapt to new software and acquire technical skills.

 

 

 

 

 

This is a part-time position, benefit eligible position.

 

 

 

 

Please attach/upload a current resume and cover letter in order for your application to be considered for this position.

 

Review of applications will begin

June 28, 2019

Organization

Working at Smith College 

Founded in 1871, Smith College is the nation's largest liberal arts college for women. The reputation of the College as one of the finest in the country holds strong because of the dedicated work of our staff, faculty, and administration. We are a diverse group bringing to our community different talents, perspectives, and experiences. Our strength arises from this diversity and is sustained by a community value of providing an outstanding educational environment for our nearly 2,700 students. Smith College is located in Northampton, a lively town of 30,000 in the Connecticut River valley of western Massachusetts.

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