Administrative Assistant

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

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: 20-24 hours/week

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

Provides administrative support to F&A Senior Leadership Team Members (25%)

• 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
• Upholds the highest levels of confidentiality in their work in dealing with sensitive and personal information

Supports general office tasks (25%)

• Orders, organizes, and maintains supplies; triages special requests for supplies
• Answers phones and directs calls as appropriate
• Sorts and distributes mail
• Welcomes visitors and walk-ins

F&A project support (25%)

• Support various F&A projects and initiatives as assigned
• Under the direction of leadership, works as part of a team and independently to complete tasks on special projects, including, but not limited to
• scheduling, reserving rooms, coordinating catering
• attending meetings, taking notes, distributing notes and action items after meetings
• developing, editing, or refining materials including flyers, powerpoint presentations, memos, etc.

Records management support (20%)

•  Under the direction of leadership, supports the departments' record retention practices. 
• Support the organization of F&A records (physical and digital) in accordance with the Records Retention Policy 
• Supports the development and ongoing management of  a records management system that is organized for searchability and usability  in order to find specific documents
• Reduces departmental risk by ensuring records are 
•     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)

Other Functions

Other duties as assigned (5%)

• Serves as backup to Executive Assistant in their absence
• Supports day-to-day activities for the department as assigned

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

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

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Experience working in a professional setting.

Skills

Excellent communication skills
Ability to handle highly confidential information with discretion and tact
Learning agility
Adaptability to managing shifting priorities
Problem solving skills
Emotional intelligence
Ability to work independently and as part of a team

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

Position Type:

Regular

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