Administrative Coordinator Job at Smith College in Northampton

NORTHAMPTON Job Summary As a member of an administrative team, under supervision of the administrative manager, 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. 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 Support (25%) Handle clerical, ordering, and scheduling tasks for the program directors, core program faculty, and staff. Maintain departmental records and databases. Manage departmental correspondence; draft publicity and other communications for distribution to faculty, students, alumnae and other external audiences. Support departmental faculty and staff searches, decennial reviews, and midterm reviews. Maintain and update departmental web page content and other online presence, as appropriate. Assist in onboarding of new faculty and staff. Budget Support: (20%) 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. Advise department chairs on departmental budget planning. Reconcile and report on key budget areas. Event management: (20%) Schedule, support, organize, and publicize all aspects of program events, visits, residencies, and field trips. Manage events and lecture series including budget, funding, travel and honorarium. Plan annual commencement events. Organize the work of appointed student liaisons in connection with event planning. Curricular Support (20%) 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. Order instructional supplies and help prepare course materials. Secure copyright permissions, following college policy. Assist faculty in hiring work-study students. Monitor and update yearly departmental records. Coordinate administrative needs for department annual prizes. Other Functions Facilities Oversight: (15%) General oversight of assigned academic buildings including coordinating work orders, keys, office equipment and supplies. Maintain building equipment; report and track building repairs. Manage building budgets with decision making on expenditures and reconciliation. Order supplies and manage inventory. 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 PC skills, proficiency in Microsoft Word, Microsoft Excel and using the Internet; 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.