Administrative Assistant and Funding Coordinator

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

Class Deans Office

Job Description

Job Summary

Provide administrative assistance to all class deans and directly support several of them as well as the Honor Board case processing. Coordinate and process funding requests. Assist with answering student, faculty, staff, and parent questions, concerns, or solving challenges, as part of a team in a busy office. Learn and understand the College’s academic policies and requirements for successful degree completion. Create reports on student standing and manage correspondence with students, parents, and faculty. Communicate clearly and display sensitivity to diverse backgrounds and points of view. Ability to consult with others and observe confidentiality and good judgment. Contribute to an atmosphere of collegiality and professionalism in the office, primarily serving students.This is an in-person, on-campus job.

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

Office Operation/Customer Service (50%):

• Assist with coordinating the daily schedule and work of the deans.
• Screen inquiries of students, faculty, parents and staff, providing information and using judgment to determine appropriate course of action and responsibility, primarily with regard to academic issues, including registration, petitions, transfer credit, policies, etc.
• Generate accurate and timely correspondence.
• Communicate via email, in-person, virtually, and over the phone with faculty and staff regarding student health and personal issues impacting students’ academics.

Academic Welfare/Progress Support (20%):

• Monitor student credits and grades at mid-semester and end of semester for evaluations of good standing, prepare student reports for the deans; and alert students of mid-semester unsatisfactory grades, credit shortage, and Academic Board actions.
• Collect and prepare student petitions for Class Deans' and Academic Board meetings.
• Prepare student files and print reports in preparation for Academic Review meetings four times per year.
• Track and maintain students required to complete credits in summer school. Coordinate with the Academic Honor Board Chair regarding scheduling and correspondence for Honor Board cases.

Funding Coordinator (15%):

• Manage, in collaboration with stakeholders, applications for Smith Student Aid Society.
• Send award notifications to students and stakeholders.
• Coordinate Ada Comstock funding requests for non-traditional students and Nina Rothchild funding for traditional students.
• Manage Alumnae Scholarship applications and award notifications

Other (15%):

• Provide technological expertise with regard to new software programs in order to assist with more efficient processes in the office.
• Workday point person, Google suite specialist.
• Other duties as assigned and collaborate with the administrative team as needed.

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):

• Associate's Degree or equivalent and a minimum of three years of relevant experience or the equivalent combination of education and/or experience.
• Experience working with individuals from diverse backgrounds.

Preferred Qualifications:

• Bachelor's degree preferred.
• Understanding and execution of web page management and maintenance and the ability to adjust between different online platforms as needed.
• Workday and Maxient experience.
• Experience in higher education.

Skills:

• The ability to listen effectively, calibrate appropriately, and identify critical paths quickly.
• The capacity to learn new technologies quickly and effectively and serve as a resource to train others.
• Excellent oral and written communication skills for a variety of constituents (faculty, staff, students, alumnae, parents, and stakeholders).
• The aptitude to work with a diverse population, prioritize work, plan for and meet deadlines, show accuracy, attention to detail, and handle confidential information.
• Experience with Microsoft Office Suite, Google Suite, MacOS, and Adobe.
• Ability to function effectively as part of a cross-functional team, working effectively as an individual contributor and as a team member.
• Punctual, resilient, flexible, resourceful, a good sense of humor, desire to answer questions or find the appropriate answers, and dedicated to work with undergraduate students

.

Additional Information:

This is an in-person, on campus job.

Please attach BOTHa 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

October 4, 2024

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.