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Administrative Coordinator - Concentrations

Smith College
Smith College

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

Job location: Smith College

Employment Type: Full-time
Posted data: 2021-08-30
Req: R-202100738
Provost/Dean of FacultyJob Description

Job Summary

Provide comprehensive administrative support in all areas of operation by working collaboratively with concentration directors, faculty and center staff to support the curricular/pedagogical mission of the assigned academic units.

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

Administrative Support (25%)

Provide clerical support to existing and newly devised concentrations. Develop best practices for record keeping and centralized tracking. Maintain concentration records and databases. Manage correspondence; draft publicity and other communications for distribution to faculty, students, alumnae and other external audiences. Maintain and update web page content and other online presence, as appropriate. Coordinate Gateway and Capstone course logistics, including guest lecturers. Track applications to the concentration. Organize cohort building activities. Assist with tracking of student progress through Concentration requirements. Coordinate tracking with Lazarus Center Staff.

Budget Support: (25%)

Administer and track all concentration 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 directors on concentrations budget planning. Reconcile and report on key budget areas.

Event management: (25%)

Schedule, support, organize, and publicize all aspects of concentration specific events, visits, residencies, and field trips. Manage events and lecture series including budget, funding, travel and honorarium. Plan annual commencement events. Organize the work of appointed student liaisons in connection with event planning.

Curricular Support (25%)

Assemble and update course offerings and schedules. Assist in the preparation of annual course catalog revisions. Support course scheduling process and work with concentration directors to meet institutional deadlines around curricular requests and changes. Act as a liaison with Registrar and Provost offices on curricular matters. Order instructional supplies and help prepare course materials. Assist faculty in hiring work-study students. Monitor and update yearly concentration records. Compile course offerings for courses with IDP prefix including scheduling and catalog copy.

Other Functions

Supervise Student Workers:

Hire, train, and supervise student workers to support the above-listed duties and responsibilities.

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. Associate’s degree preferred.

Experience working with individuals from diverse backgrounds.


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

3-year limited term position with possibility for renewal

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

September 10, 2021

Compensation Grade:

Grade N Non-exempt

Position Type:

Fixed Term

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.


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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