Administrative Coordinator

If you have any questions about the position or our application process, reach out to us at [email protected].

Job Description

Job Summary

As a member of an administrative team, perform duties in support of the faculty, staff and students under the coordination and supervision of the Administrative Manager. Work closely with administrative colleagues in the department and the team more broadly, to prioritize and manage workload. Provide comprehensive administrative support in all areas of operation by working collaboratively with program faculty and staff to support the curricular/pedagogical mission of the assigned academic units. Assist in the general support of the daily operations in an academic building and associated facilities.

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

Essential Functions

Administrative Coordination (25%)

• 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 inititaves and events originating in the department.
• Collaborate with arts administative colleagues to plan curricular and co-curricular events.

Procurement and Budget Support: (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.
• 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.

Curricular Support (15%)

• 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.

Model Coordination: (15%)

• 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.

Art Supply Management: (10%)

• The art store is internal to the art department and facilitates student and faculty access to supplies necessary for curricular and artistic use.
• 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.

Other Functions

Facilities Oversight: (10%)

• 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.

Supervise Student Workers:

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

Minimum Qualifications

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.

Skills

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.

You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

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.

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 [email protected].

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.