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, 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.

Compensation

In addition to a competitive benefits package, pay for this role is typically between $25.23 - $30.84 hourly covering the middle half of market compensation. Actual compensation will vary based on individual qualifications.

Position Type

Regular

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application.

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

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.