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SSW Coordinator of the Office of the Deans

Employer
Smith College
Location
Smith College

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Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

School for Social WorkJob Description

Job Summary

Serve as an overall office coordinator for the Office of the Deans which includes the Dean, Associate Dean for Academic Affairs, and the Associate Dean for Graduate Enrollment and Student Services.The position is responsible for helping to create an open and welcoming culture within the Deans’ offices, liaising with SSW and college departments as necessary,and handling external inquiries to the Deans’ offices. This position will provide a wide range of high level managerial and administrative support which includes managing a schedule of faculty and staff reviews, drafting correspondence, memos and reports, assisting with the management of deans’ schedules, preparation and follow-up from meetings and activities, mid and long term planning, research and preparation of materials and reports, and file and mail management.Supervise student or part time assistants. The incumbent must be able to demonstrate their commitment to the School’s Five Principles.This position reports to the Dean.


Essential Functions

Managerial Support (45%)

  • Take the lead in creating a welcoming tone in the school - have working relationships with all staff/faculty in the School and College offices.

  • General problem solving as logistical issue emerge for faculty and/or staff

  • Liaise with SSW and/or college departments on collaborative projects/initiatives

  • Work with hiring managers to ensure effective onboarding of new staff

  • Coordinate the calendar, records and logistics for the various Faculty Committees

  • Planning and logistics for faculty (committee) meetings throughout year

  • Oversee Commuter Student spaces

  • Supervise Office of the Dean Summer Student Assistant

  • Oversee and monitor the sswdean email account

  • Assign SSW reviewer/approver tasks

  • Arrange travel for deans and faculty as necessary

Administrative Support (45%)

  • Manage (and liaison w/other offices) the SSW Leave of Absence/Withdrawal/Dismissal (and Student Review) protocols and procedures (manually keep track of data, create and send letters)

  • Manage other official correspondence between deans and students

  • Manage the schedule of faculty and staff salary letters and evaluation letters

  • Create and coordinate Faculty evaluation letters working with the dean, faculty, Provost Office and HR

  • Create and coordinate Staff Salary Letters between the dean, supervisors, and HR

  • Manage Workday expense submissions

  • Schedule day-to-day meetings for deans

  • Manage Cash Deposits from various sources with Workday and Controller’s Office

  • Manage Development Gifts deposits

  • Oversee SSW Group Email Distribution Procedures

  • Addressing calls into deans’ lines

Other Functions (5%)

  • Oversee common areas and supplies, general tidying

  • Other duties as assigned

  • 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)

Education/Experience:

Bachelor’s degree preferred, and a minimum of five years of relevant experience or the equivalent combination of education and/or experience.

Skills:

  • Proven office management and administrative skills.

  • Excellent communication skills – listening, verbal, written and interpersonal – with demonstrated ability to be discreet and maintain confidentiality.

  • Ability to communicate and work cooperatively with all levels of a diverse organization; thorough knowledge of Microsoft Office suite and Google Workspace.

  • Aptitude and proficiency to work with data or communications applications such as Slack, Workday and Zoom.

  • Ability to exercise independent judgment and to work independently.

  • Highly proactive with provenproblem-solving and project management skills.

  • Experience providing complex, confidential management and administrative support in a high profile environment with tact and diplomacy.

  • Proven ability to work with multiple deadlines, priorities and issues of diversity.

  • Flexibility, adaptability and ability to work additional hours during peak periods.

  • Must be able to demonstrate professional comportment at all times.

  • Must have an active record of engagement with learning and/or advancing principles of racial justice.

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

December 19, 2022

Compensation Grade:

Grade L Non-exempt

Position Type:

Regular

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 recruiting-u@smith.edu.

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.

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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