Administrative Assistant

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

Essential Functions

Office Management (45%):

• Maintain Office Supplies: Monitor and replenish office supplies as needed. Manage inventory and handle reordering.
• Office Equipment: Ensure proper functioning of office equipment such as printers, copiers, and any student loaner laptops. Arrange for repairs and maintenance as required.
• Workspace Organization: Keep the office environment clean and organized. Manage electronic filing systems and ensure documents are correctly stored and organized
• Phone Management: Answer and screen phone calls. Take messages and forward them to the appropriate person.
• Email Correspondence: Manage and respond to emails. Draft and proofread professional correspondence.
• Visitor Reception: Greet and assist staff, students, and faculty. Ensure they are directed to the appropriate person, department. or meeting room.
• Calendar Management: Schedule and manage appointments, meetings, and events for team members and practicum faculty including PFAs and Seminar instructors. Ensure all participants are informed and updated.
• Meeting Coordination: Organize meeting logistics, including room reservations, audio/visual equipment setup, and Zoom rooms.
• Issue Resolution: Address and resolve administrative issues or concerns. Proactively seek solutions to improve office efficiency.
• Process Improvement: Suggest and implement improvements to administrative processes and workflows.

Document Handling and Tracking (40%):

• Maintain Tracking Mechanisms to track PFA responsibilities, student assignments, student and faculty attendance at required meetings, faculty compliance with required tasks and training.
• Data Entry: Enter and update information into databases and management systems. Ensure data accuracy and confidentiality as required by FRPA.
• Document Preparation: Create, format, and proofread reports, presentations, and other documents. Prepare and distribute meeting agendas and minutes.
• Filing and Record Keeping: Maintain and organize physical and electronic files. Ensure documents are securely stored and easily retrievable.
• Confidential Information: Handle sensitive information with discretion. Ensure compliance with confidentiality agreements and data protection regulations.
• Security Protocols: Adhere to office security protocols and ensure that confidential documents are properly disposed of.

Support and Coordination (10%):

• Administrative Support: Provide assistance to various SSW departments as needed. Help with project coordination and execution of administrative tasks.
• Event Planning: Assist systems manager with planning and organizing events, meetings, and conferences. Assist with the management of logistics and coordination.
• Task Management: Track and manage task assignments and deadlines. Follow up on action items and ensure timely completion.
• Team Assistance: Support team members with various tasks and projects as needed. Provide backup coverage for other administrative staff.
• Professional Development: Stay updated with office software and best practices. Participate in training and development opportunities.

Other Functions

Financial and Budgetary Tasks (5%):

• Expense Management: Process expense reports and reimbursements. Prepare and submit invoices for payment as needed.
• Constituency Interaction: Respond to student, faculty, and agency inquiries and provide information about program. Maintain professional relationships with all stakeholders.
• Support and inquiry Requests: Manage requests and follow up to ensure satisfaction.

Minimum Requirements:

• Education: High school diploma or equivalent
• Experience: Minimum of 2-3 years of experience in an administrative or office support role.

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook,,Google Workspace) and familiarity with office equipment (e.g., printers, copiers, scanners, fax machines).
• Communication: Excellent verbal and written communication skills. Strong interpersonal skills and a customer-service-oriented attitude.
• Organization: Exceptional organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Attention to Detail: High level of accuracy and attention to detail in all tasks and responsibilities.
• Problem-Solving: Ability to anticipate needs, address issues proactively, and offer solutions.
• Confidentiality: Demonstrated ability to handle sensitive and confidential information with discretion.
• Experience working with individuals from diverse backgrounds.

Preferred Qualifications:

• Associate's or Bachelor's degree preferred
• Knowledge/experience of learning and student data systems preferred, knowledge of academic environment preferred.

Skills:

• Academic Environment: Understanding of academic terminology and organizational structure. Familiarity with academic calendars, schedules, and deadlines. Knowledge of faculty, staff, and student roles and responsibilities.
• Office Management: Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace). Ability to manage files and records, including maintaining confidentiality. Skills in scheduling and coordinating meetings, events, and travel arrangements.
• Communication Skills: Strong written and verbal communication skills for interacting with students, faculty, and external parties. Ability to handle inquiries and provide accurate information.
• Customer Service: Skills in providing excellent customer service to students, parents, and other stakeholders. Ability to manage and resolve conflicts or concerns professionally.
• Event Coordination: Experience with organizing academic events, such as seminars, workshops, and conferences. Knowledge of logistical arrangements, including catering, technology, and space setup.
• Financial and Budgeting Basics: Understanding of basic budgeting and expense tracking. Ability to process invoices, reimbursements, and manage petty cash if required.
• Technology Proficiency: Familiarity with academic management systems (e.g., learning management systems, student information systems). Basic troubleshooting skills for office equipment and technology.
• Compliance and Regulations: Knowledge of relevant regulations, such as FERPA (Family Educational Rights and Privacy Act) in the U.S., and other privacy laws.
• Understanding of institutional policies and procedures.
• Project Management: Ability to assist in or manage academic projects, including planning, execution, and follow-up. Skills in prioritizing tasks and managing multiple responsibilities.
• Professionalism and Ethics: Commitment to maintaining a high level of professionalism and ethical behavior.Ability to handle sensitive information with discretion.

Additional Information:

• Dynamic, team player, who is interested in personal and professional growth, creativity and teamwork.
• Capacity to work independently and with others.

Review of applications will begin

Position Type:

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.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.