Assistant to Dean of Admissions/Program Assistant

Job Details

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AdmissionJob Description

Job Summary

Provide administrative support to the Dean of Admission. Serve as program logistics coordinator for all events hosted by the Office of Admission. Provide administrative support to the Vice President for Enrollment and support the admission office as needed.

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 (40%)

Maintain the strictest confidentiality and discretion in support of the Dean of Admission and Vice President for Enrollment. Provide administrative support for the Dean of Admission, including and not limited to, maintaining Dean's files, calendar and reports. Serve as primary internal and external liaison to the Dean's office and facilitate internal communication on the Dean's behalf. Create and arrange recruitment travel itinerary and events for Dean of Admission and Vice President for Enrollment.

Admission Program Logistics Coordination (20%)

Coordinate all arrangements related to on-campus and off-campus programming sponsored by the Office of Admission, including but not limited to Gold Key Tour Guide Program and other events involving Smith students. Assess and manage event space, catering, and resource requirements for groups ranging from 15 - 1000 people. Arrange for and approve event contracts. Negotiate prices and resolve billing disputes. Order all events related office supplies and giveaways.

Admission and Office Operational Support (25%)

Process and monitor all postponed enrollments, including medical postpones. Create and update admission officer application reading schedules. Assist with Slate CRM troubleshooting related to application reading and admission events. Assist with application reading committees and support the admission/student financial services reconciliation process. Perform admission decision confirmation at each application round. Build and maintain positive working relationships with the admission office operations staff, campus constituents (faculty, staff, students, alumnae) and campus visitors. Assist with office coverage in the event of support staff vacancies or work breaks, including staffing the front desk and answering general admission emails. Draft and maintain staff and senior staff meeting minutes. Perform other duties as assigned by the dean of admission or vice-president for enrollment. Serve as primary liaison to facilities and outside vendors. Coordinate office work orders through facilities management to ensure building maintenance. Monitor office computer inventory in conjunction with ITS.

Budget Support (15%)

Manage admission office travel expenses through Workday. Maintain and reconcile the admission office procurement card. Prepare accounts payable vouchers and other fiscal forms for signature. Accurately file budget transfer orders. Anticipate budgetary needs and make recommendations.

Other Functions

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)

Associates degree or equivalent and one to three years of relevant experience or an equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Experience working in a post-secondary academic environment preferred.


Event planning and budget experience; ability to work independently, make judgements and solve problems quickly with minimal consultation. Strong technological skills including experience with Slate, or similar CRM. Knowledge of Microsoft Office Suite and Google Suite and Workday system. Strong written and oral communication skills; accuracy and attention to detail; excellent interpersonal and organizational skills; ability to work as part of a team.

Additional Information

Some Saturday and evening hours required.

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

May 20, 2022

Compensation Grade:

Grade M Non-exempt

Position Type:


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

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.


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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