Job Details

Administrative Coordinator

Position Number: 6511036
Location: Northampton, MA
Position Type: Other Administrative Positions

Administrative Coordinator

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

Job Summary

As a member of an administrative team, perform duties in support of the faculty, staff and students under the coordination and supervision of the Administrative Manager. Work closely with administrative colleagues in the department and the team more broadly, to prioritize and manage workload. 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. Assist in the general support of the daily operations in an academic building and associated facilities.

Essential Functions

Administrative Support (20%):

Partner with department chair, graduate program director, and administrative colleagues to develop strategies for budget management, curriculum, and events. Coordinate with colleagues in Athletics to provide institutional memory and collaborative problem-solving. Maintain departmental records and databases. Develop and assess processes for meeting departmental priorities. Provide administrative coordination for faculty and staff searches, decennial reviews, midterm reviews and other required reporting. Facilitate onboarding of new faculty and staff, including adjuncts, graduate instructors, and visiting faculty. Liase with Athletics, Science Center administrative staff, Provost's Office, allied units and student organizations. Provide organizational expertise for initiatives and events originating in the department.

Procurement and Budget Administration (25%):

Administer and track all program budgets based on institutional policy and using the college's financial management systems. Perform budget operations, process requisitions, purchase order requests, invoices, and reimbursement requests. Analyze expenditures against the budget and notify directors of discrepancies. Provide chairs with regular budget reports. Maintain financial files for policy compliance. Advise and consult with chairs on budget decision making. Manage all departmental purchasing of consumable instructional supplies. Balance and monitor multiple budget lines to ensure accuracy, equitable use of funds and compliance with guidelines around use of restricted funds and grants.

Curricular support (25%):

Assemble and update course offerings and schedules. Assist in the preparation of annual course catalog revisions. Support course scheduling process and work with departments to meet institutional deadlines around curricular requests and changes. Act as a liaison with Registrar and Provost offices on curricular matters. Order instructional supplies and help prepare course materials. Secure copyright permissions, following college policy. Assist faculty in hiring work-study students. Monitor and update yearly departmental records. Coordinate administrative needs for department annual prizes. In conjunction with graduate program director provide administrative management of scheduling graduate student instructor assignments.

Event Management (15%):

Schedule, support, organize, and publicize all aspects of program/departmental events, visits, residencies, and field trips. Organize the work of appointed student liaisons in connection with event planning.

Other Functions

Facilities management (15%):

General oversight of the department' s office, classrooms, and instructional locations for performance courses including coordinating work orders, keys, office equipment, and supplies. Maintain building equipment; report and track building repairs; understand safety, shared governance and regulations in instructional spaces. Act as a liaison with faculty and allied offices to facilitate faculty onboarding and office moves. Understand the complex nature of shared use spaces and their associated equipment and facilitate communication and tracking of space usage.

Supervise Student Workers:

Hire and supervise student workers to support the above-listed duties and responsibilities.

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 diploma or equivalent, and 3+ years of relevant experience or the equivalent combination of education and/or experience.
Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Undergraduate degree preferred. Experience working in complex, dynamic organizations and managing the needs of varied constituents.

Skills

Excellent oral and written communication skills; strong skillset working with computer technology and apps in Google Workspace (Google Docs, Sheets, Calendar, Forms, etc); proficiency in Microsoft Word, Microsoft Excel; skills in designing fliers/posters that are image based, using various publishing software and managing social media accounts; ability to organize and prioritize work effectively, be detail oriented, take initiative and responsibility, be pro-active, resolve problems, manage multiple tasks simultaneously, and work well with diverse groups of faculty and staff. Willingness to learn new technologies as necessary.

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.

Review of applications will begin
September 8, 2025

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 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.

To apply, visit https://smithcollege.wd5.myworkdayjobs.com/en-US/smithcollege/job/Smith-College/Administrative-Coordinator_R-202500423?timeType=f5076f035909016d0a03432e742a7800