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

Job Description

The Office of the Executive Vice President of Finance and Administration, located with the Controller’s and Budget Offices, is looking for a proactive and collaborative administrative assistant to support general office tasks, records management efforts, and other day-to-day department activities.

Scheduled Weekly Hours: 17 hours/week

• Supports general office tasks, including

  • Orders, organizes, and maintains supplies; triages special requests for supplies

  • Answers phones and directs calls as appropriate

  • Sorts and distributes mail 

  • Provides administrative support including scheduling meetings, reserving conference rooms, and ordering lunches as needed

  • Schedules meetings and maintains the calendars for office leadership under direction from manager and other leaders

  • Welcomes visitors and walk-ins

• Records management support

  • Support the organization of F&A records (physical and digital) in accordance with the Records Retention Policy 

  • Under the direction of leadership, support the development and execute on a records management system that is 

    • organized to be easily searched in order to find specific documents

    • stored securely (only those that need to can access certain records)

    • not retained longer than they should be

  • disposed of appropriately (destroyed beyond recovery or transferred to college archives)

• Serves as backup to Administrative Assistant in their absence

• Supports day-to-day activities for the department as assigned

• Participate in the college’s efforts to create a respectful, inclusive, and welcoming work environment

• Reports to Director of Operations and Special Projects

Minimum Qualifications

• High school degree and one to three years of relevant experience or an equivalent combination of education and experience.

• Advanced expertise with Google Workspace and Microsoft Office required. Demonstrated ability to learn new tools effectively. 

• Demonstrated problem-solving skills. 

• Excellent communication skills - verbal, written, and interpersonal, with demonstrated ability to be discreet and maintain confidentiality; ability to communicate with all levels of the department and organization. 

• Experience working in a professional setting.

• Flexibility and ability to function at a wide range of organizational levels. 

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.

Please attach/upload a current resume and cover letter in order for your application to be considered for this position.

Position Type:

Fixed Term

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.

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, s