OIDE Administrative Assistant

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

Equity and InclusionJob Description

Job Summary

The Office for Equity and Inclusion is looking for a administrative assistant to catalog highly sensitive case files and manage the migration of said files from hard copy to digital storage.

Scheduled Weekly Hours: 10. This position is in-person on-campus (not eligible for hybrid/remote work) with flexibility in distribution of weekly hours.

Essential Functions

Administrative support (95%)

• Catalog highly sensitive case files

• Manage transition of files from hard copy to digital storage

• Other file related tasks as assigned

Other Functions

• Other special projects and duties as assigned

• 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 degree and three to five years of relevant experience or an equivalent combination of education and experience.

• Advanced expertise with Google Workspace and Microsoft Office, specifically Microsoft Excel, required. Demonstrated ability to learn new tools effectively.

• Excellent communication skills - verbal, written, and interpersonal, with demonstrated ability to be discreet and maintain confidentiality; ability to communicate with all levels of the department and organization.

• Experience working in a professional setting.

• Flexibility and ability to function at a wide range of organizational levels.

• Desire and skill to assess and improve processes in the administrative area.

• Experience working with individuals from diverse backgrounds.

Preferred Qualifications

• Experience working in a legal office

• Experience as a legal assistant or paralegal

Skills

• Adept communicator - this individual is careful, gracious, and concise in verbal and written communication. They listen with an open mind, without judgment or preconceived ideas. They are thoughtful and skillful about what they say and how it is being said.

• Embraces technology - Skillfully utilizes technology to its maximum potential. Quick to learn new tools. A partner to support other users in the office at all skill levels.

• Resourceful and exceptionally organized - this person is creatively solutions-oriented. They will have rapid access and the ability to locate a high volume of email, information, people, and events through deep wells of resources through connections with other assistants, departments, and the internet.

• Skilled Management of Details - Projects, and information are all managed impeccably from a thorough understanding of both the executive’s and the organization’s business strategy. Nothing falls through the cracks.

• Proactive focus - someone who is skilled at the art of anticipating and planning for possible contingencies, saving time, systematizing tasks, a life-long learner, and a focused multi-tasker.

• Collaborative and self-managing - this person can strategically manage their time and work on tasks and projects independently as well as collaborate with individuals across the organization and at various levels to contribute to a piece of a project. They are adaptable, amenable, and welcoming to working with individuals from diverse backgrounds."

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

January 16, 2023

Compensation Grade:

Grade X 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.

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.