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Administrative Assistant

Smith College
Smith College

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Job Details

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Job Description

Job Summary

As a member of an administrative team, perform duties in support of the faculty, staff and students of the Clark Science Center under the coordination and supervision of the Administrative Assistant Supervisor. Provide comprehensive administrative support in all areas of operation by working collaboratively with program faculty and staff to support curricular/pedagogical mission of assigned science departments and programs, working directly with the chair of each academic unit. Departmental assignments may change over time.

Take appropriate actions to support a diverse workforce and participates in the College's efforts to create a respectful, inclusive, and welcoming work environment.

*Applications will continue to be accepted until the position is filled.*

Essential Functions

Administrative Support (20%):

Handle clerical, ordering, and scheduling tasks for chairs and faculty within assigned academic units. Maintain departmental records and databases. Manage departmental correspondence; draft publicity and other communications for distribution to faculty, students, alumnae and other external audiences. Support departmental faculty and staff searches, decennial reviews, and midterm reviews. Maintain and update departmental web page content and other online presence, as appropriate. Assist in onboarding of new faculty and staff. Maintain information for assigned areas in Science Center Admin database, e.g., faculty or staff arrivals and departures. Provide supplies and assistance in mailing/shipping materials.

Procurement and Budget Administration (25%):

Administer and track all program 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. Provide chairs with regular budget reports. Maintain financial files for policy compliance. Advise and consult with chairs on budget decision making. Manage all departmental purchasing of consumable instructional supplies. Balance and monitor multiple budget lines to ensure accuracy, equitable use of funds and compliance with guidelines around use of restricted funds and grants.

Curricular support (20%):

Assemble and update course offerings and schedules. Assist in the preparation of annual course catalog revisions. Support course scheduling process and work with departments 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. Secure copyright permissions, following college policy. Assist faculty in hiring work-study students. Monitor and update yearly departmental records. Coordinate administrative needs for department annual prizes.

Event Management (20%):

Schedule, support, organize, and publicize all aspects of program/departmental events, visits, residencies, and field trips. Organize the work of appointed student liaisons in connection with event planning.

Other Functions

Facilities management (15%):

Coordinate work orders; manage central office equipment, including MFDs; update building directories; coordinate with allied offices on faculty office moves. Provide general information and reception for faculty, staff, students and visitors to the Science Center including walk-in and telephone inquiries.

Supervise Student Workers:

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

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)

High school diploma, and one to three years of relevant experience or the equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.


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.

Additional Information

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

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.

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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