Administrative Coordinator

Smith College · United States

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu. Job Description Job Summary As a member of an administrative team, under the supervision of the administrative manager, perform duties in support of the faculty, staff, and students under the coordination and 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. Support the daily operations in an academic building and affiliated spaces. 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 (20%): Partner with the department chair, faculty, and staff to manage budgets, curriculum, and events. Provide core operational and administrative support—including budget/order tracking, course and event scheduling, and departmental communication—for the chair, faculty, and staff. Maintain departmental records, calendars, 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, midterm reviews, and auditions. Maintain and update departmental web page content and other online presence, as appropriate. Assist in onboarding of new faculty and staff. Act as administrative liaison with other departments, offices, and institutions, such as the Five Colleges, Smith Office for the Arts and SmithArts. Budget Administration (25%): Manage departmental financial operations across multiple funding sources, ensuring compliance with college guidelines and restricted gift terms. Process purchase orders, vendor contracts, accounts payable vouchers, and expense reimbursements using college financial management systems. Monitor instructional supply budgets, reconcile YTD actuals against allocations, notify leadership of variance, and proactively partner with department chairs on strategic budget planning. Event Management (20%): Oversee end-to-end event management, performance logistics, and guest residencies for the department, including commencement programming. Administer event budgets, process guest travel and honoraria, and coordinate with production teams and internal/external partners (Five College Dance, SmithArts, Communications and Marketing) for event execution and promotion. Supervise student liaisons supporting event operations. Curricular Support (20%): Manage course offerings, scheduling, and annual catalog revisions working with departments to ensure all curricular requests meet institutional deadlines. Act as a liaison with the Registrar and Provost offices on all curricular matters. Oversee copyright permissions according to college policy, support faculty in hiring work-study students, maintain yearly records, and manage the administrative needs for annual departmental prizes. Facilities Oversight (10%): General oversight of the department's spaces including coordinating work orders, keys, office equipment, and supplies. Regular inspection of all spaces. Manage reservations and use of the department spaces. Maintain building equipment; report and track building repairs. 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 (5%): Hire, train, and supervise student workers to support the above-listed duties and responsibilities. MINIMUM REQUIRED Qualifications (education, experience, certifications, licenses, knowledge, skills) High School Diploma or equivalent Valid Driver's License Skills

• Excellent oral and written communication skills
• Expert level skills in Google Workspace (Google Docs, Sheets, Calendar, Forms, etc.); proficiency in Microsoft Word, Microsoft Excel
• Proven ability to organize and prioritize work effectively, be detail oriented, take initiative and responsibility, be proactive, resolve problems, and manage multiple tasks
• Willingness to learn new technologies as necessary.