Company Name:
Approximate Salary:
Not Specified
Location:
Northampton, Massachusetts
Country:
United States
Industry:
Clerical/Administrative
Position type:
Full Time
Experience level:
3-5 Years
Education level:
High School or equivalent

Administrative Assistant

Responsible for providing administrative support to the Center for the Environment, Ecological Design, and Sustainability [CEEDS] and the Environmental Science and Policy program [ESP].

Procurement and Financial Administration: Track budgets; purchasing; accounts payable; reconcile procurement cards, including assisting with purchasing, order and expense tracking, and processing associated with student payroll.  Process requisitions, purchase order requests, invoices, procurement card charges, and reimbursement requests.  Provide budget status reports on a regular basis to program directors.  Reconcile budget expenses with College accounting system.  Maintain financial files and paper audit trail for policy compliance.

Event and Visitor Coordination: Administer, coordinate, promote, and implement events and functions, including room and space reservations, IT support, designing and implementing publicity, contacting speakers, arranging travel and guest accommodations, serving as a liaison with guests, and ordering catering and special equipment for events.  Respond to all inquiries and provide general information and reception from faculty, staff, students, and visitors including walk-in and telephone inquiries. 

Communication: Assist with and provide support for official correspondence, manage the design, development and maintenance of electronic and print program publications including web pages, brochures, posters, and newsletters. Communicate program news via social media, e-digest, college relations, etc. Assist with data collection and quarterly and annual reporting. Administer website content for CEEDS and ESP as it relates to the college’s commitment to curricular, co-curricular and operational efforts. Manage alumnae outreach.

Administrative Support: Provide administrative support to the staff of CEEDS, the Director of ESP, and the ESP faculty. Schedule and organize meetings, take meeting notes, and prepare documents for meetings. Attend administrative assistants meetings organized by the Associate Dean of Faculty, stay current with the college’s procedures and policies; collaborate with other College offices as needed. Manage the hiring of students for CEEDS and ESP staff and faculty. Supervise student interns that serve as administrative support. Manage the physical facility space, including sorting mail, managing keys, and administering the maintenance and repair of equipment.

Curricular and Co-curricular Support: Provide curricular support to the CEEDS and ESP faculty and staff including the copying, scanning and printing materials, preparing and transmitting course information for the course catalog and schedule of classes, evaluating and abiding by material copyright constraints, support student organizations that focus on sustainability and the environment.

Education/Experience: High school diploma, and one to three years of relevant experience or the equivalent combination of education and/or experience.  Knowledge of and interest in environmental and sustainability issues preferred.

Skills: Excellent communication skills - verbal, written and interpersonal with demonstrated ability to interact effectively with diverse populations; ability to communicate with all levels of the department and organization and to be discreet and maintain confidentiality. Experience and facility with on-line and social media, including web pages, blogs, twitter, Facebook, Instagram, and contact management utilities.  Proven ability to track expenses and manage financial data accurately in paper files, spreadsheets, accounting system. Proficient in the use of office technology, especially Microsoft Office, Access or Filemaker, Word, and Excel.  Experience with Banner, Moodle, InDesign and Drupal a plus.  Proven mastery of organizing and prioritizing own work, resolving problems, and managing multiple tasks simultaneously. Ability to absorb current best practices for administrative workflow and systems and willingness to participate in continued improvement and implementation of these practices among the administrative team.

Smith College is an EO/AA/Vet/Disability Employer

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