Administrative Assistant

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Job Summary

The Conway Innovation & Entrepreneurship Center (Conway) empowers students to navigate life's complexities by equipping you with the skills to move forward intentionally, manage resources ethically, and take financially sustainable action. The Design Thinking Initiative (DTI) encourages responsible innovation by integrating design methods, mindsets, and opportunities for hands-on making into the Smith experience. It is the place where heads, hearts, and hands come together to explore, create, and play! Together, Conway and DTI represent half of Smith's Collaborative Innovation units.

The Administrative Assistant is responsible for providing comprehensive administrative support for the Conway and DTI staff. Oversees central office functions by managing student staff, space use and requests, procurement, record-keeping and expense tracking for both units. Assists the Conway Operations Manager and DTI staff in executing large-scale program activities.

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 (40%)

• Oversee administrative tasks related to hiring, training, and compensating student workers
• Delegate and ensure the timely completion of intern-assigned tasks and projects
• Track and replenish office supplies and materials for the resource libraries, DTI Prototyping Studio, and Conway maker cabinets
• Maintain general oversight of assigned building spaces including coordinating work orders, keys, office equipment and supplies
• Approve requests for Capen Annex and Conway Classroom in scheduling tool (i.e., 25Live)

Budget Support (25%)

• Process faculty and student stipends, invoices, reimbursements, awards, and guest honoraria in timely manner
• Reconcile procurement card expenses for DTI staff
• Record all expenses for Conway, DTI, and GFX in internal budget tracking spreadsheets
• Reconcile internal accounting against college's financial management system
• Work with Operations Manager to provide quarterly budget reports
• Maintain policy-compliant financial files as required by the college

Event Support (25%):

• Curricular activities
  • submit required information to Registrar for all credit-bearing courses by applicable deadlines
  • make all arrangements required by guest speakers to GFX 100
  • provide administrative support to financial accounting instructor
  • provide backup administrative support to faculty in partnership positions (i.e., VAP in Ethics Across the Curriculum and LAS Post-doc, DTI faculty engagement

• Co-curricular activities
  • reserve rooms, order catering, and secure technological support as needed
  • ensure proper table/chairs set-up and waste management plan
  • arrange sufficient student intern staffing
  • make air/ground transportation and lodging arrangements for guest speakers and off-campus student/staff excursions

• Special activities: provide support to Conway Operations Manager and DTI staff for the successful execution of large-scale public events (e.g., Joypalooza and Maker Faire)

• Maintain master calendar of activities in identified tool (i.e., Google)

General (10%):

• Attend administrative assistants' meetings organized by the Associate Dean of Faculty to stay current with the college's procedures and policies
• Update operational best practices documentation as needed
• Connect with colleagues from other departments on campus (such as Event Management, College Relations, Budget & Finance, IT, etc.)
• Ensure student attendance data is collected and entered in appropriate tracking platforms for Conway and DTI
• Represent the Conway and DTI at campus wide events, which may include Central Check In, Resource Fairs, Open Campus Weekends, Commencement, and Reunions

MINIMUM REQUIRED Qualifications:

• Associate's Degree
• 1 to 5 years experience
• Will consider an equivalent combination of relevant education and experience

Knowledge of:

• Google suite, Slack, Workday, Zoom

Skills:

• Ability to manage multiple tasks, set goals, and work toward objectives
• Ability to engage in independent decision-making and collaborate on a team
• Excellent interpersonal, verbal and written communication skills
• Comfortable working with numeric data
• Ability to communicate effectively with all members of a college community
• Ability to engage in independent decision-making while also working as part of a team.
• Occasional evening/weekend hours required

Preferred Qualifications:

• Knowledge of: Mailchimp, Airtable

Position Type

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.

Review of applications will begin

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 recruiting-u@smith.edu.

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.