Full-Time

Administrative Coordinator

Art

Posted on 11/19/2024

Smith College

Smith College

Mid

Northampton, MA, USA

Category
Administrative & Executive Assistance
Administrative Support
Customer Service & Reception
Required Skills
Inventory Management
Word/Pages/Docs
Data Analysis
Excel/Numbers/Sheets
Requirements
  • High school degree or equivalent and three years of relevant experience or the equivalent combination of education and/or experience. Associate’s degree preferred.
  • Experience working with individuals from diverse backgrounds.
  • Excellent oral and written communication skills.
  • Very strong skills in MacOS and apps in Google Workspace (Google Docs, Sheets, Calendar, Forms, etc).
  • Proficiency in Microsoft Word, Microsoft Excel.
  • Skills in designing fliers/posters that are image based, using various publishing software and managing social media accounts.
  • Ability to organize and prioritize work effectively, be detail oriented, take initiative and responsibility, be pro-active, resolve problems, manage multiple tasks simultaneously, and work well with diverse groups of faculty and staff.
  • Willingness to learn new technologies as necessary.
Responsibilities
  • Partner with department chair, associate chair and administrative colleagues to develop strategies for budgets, curriculum, and events.
  • Coordinate with the Art Department Exhibition Committee and other necessary committees to provide institutional memory and collaborative problem solving. Develop and assess processes for meeting departmental priorities.
  • Provide administrative coordination for faculty and staff searches, decennial reviews, midterm reviews and other required reporting.
  • Facilitate onboarding of new faculty and staff including adjuncts and visiting faculty.
  • Liase with Smith Office of the Arts, Provost's Office, allied units and student organizations.
  • Provide organizational expertise for initiatives and events originating in the department.
  • Collaborate with arts administrative colleagues to plan curricular and co-curricular events.
  • 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.
  • Advise, support and proactively work with department chairs on departmental budget planning.
  • Reconcile and report on key budget areas.
  • Manage all departmental purchasing of consumable instructional supplies and equipment.
  • Balance and monitor multiple budget lines to ensure accuracy, equitable use of funds and compliance with guidelines around use of restricted funds and grants.
  • 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.
  • Assist faculty in hiring work-study students.
  • Monitor and update yearly departmental records.
  • Based on curricular need, plan model hiring by semester.
  • In collaboration with HR, source and hire casual worker models in Workday. Supervise, onboard and provide managerial support for all casual art models. Build and manage the work schedule for models and communicate work plans with faculty and chairs.
  • Act as a resource for models and faculty.
  • Order supplies to stock the art store and woodshop, coordinate retail sales, hire students, make deposits, report sales tax and maintain records in compliance with local and federal requirements and institutional policy.
  • Collaborate with budget office colleagues to provide revenue reporting. Manage inventory, budgeting, and reconciliation for art store and woodshop transactions.
  • Assess process and make recommendations on management of art supplies.
  • General oversight of the department's office, classrooms, and studios including coordinating work orders, keys, office equipment, and supplies.
  • Maintain building equipment; report and track building repairs; understand safety and EPA regulations in studio spaces.
  • Manage building budgets with decision making on expenditures and reconciliation.
  • Act as a liaison with faculty and allied offices to facilitate faculty onboarding and office moves.
  • Hire, train, and supervise student workers to support the above-listed duties and responsibilities.

Company Stage

N/A

Total Funding

N/A

Headquarters

N/A

Founded

N/A

INACTIVE