Company Name:
Approximate Salary:
Not Specified
Location:
Northampton, Massachusetts
Country:
United States
Industry:
Clerical/Administrative
Position type:
Full Time
Experience level:
2-4 Years
Education level:
High School or equivalent

Administrative Assistant

Support the CIEC and DTI faculty and staff, Global Financial Institutions Concentration Director and affiliated faculty by managing student staff, scheduling, purchasing and record-keeping; coordinate program activities and manage budgets for CIEC and DTI.

Events: In coordination with the CIEC Program Director and the Design Thinking Co-Director, organize curricular and co-curricular activities. Submit required information to Registrar for all credit-bearing courses by applicable deadlines. Reserve rooms for co-curricular events, order catering and technological support. Ensure proper event set-up and student intern staffing. Maintain master calendar of activities in 25Live, Google and print calendars. Make transportation and lodging arrangements for guest speakers and off-campus student/staff excursions. Provide support to director for activities related to successfully executing the national business plan competition held at Smith College. Maintain project tracker for all Pre- and Competition Day work to be completed by student interns.

Budget: Oversee and track expenditures in connection with DTI Design Curriculum Enhancement Grants, DTI Prototyping Studio, CIEC Draper Competition and CIEC Student Project Scholarship Fund. Reconcile internal accounting of all CIEC current-use, CIEC endowed and DTI grant funds with college-wide accounting system for tracking and reporting purposes. Process invoices and reimbursements, stipends and prizes in timely fashion. Reconcile credit card expenditures for all departmental procurement cards and submit online for approval each month. Provide budget status reports on a regular basis to CIEC Program Director and DTI Co-Director. Maintain financial files and paper audit trail for policy compliance.

Global Financial Institutions Concentration (GFIC): Respond to inquiries about the Concentration options and procedures. Coordinate presentation of the Concentration with the GFIC Director for interested students. Manage student applicant files and track student concentration completion status.

Office Administration: Ensure efficient office administration through coordination of office procedures and files. Supervise student workers. Purchase supplies and resources for CIEC and DTI. Manage program materials in the resource library and Prototyping Studio. Organize related on-campus fairs and workshops in coordination with the Program Director. Maintain regular knowledge of CIEC/Design Thinking events and processes. Other duties as assigned.

GENERAL OFFICE: Supervise student interns including coordination of schedules to ensure daily coverage during CIEC operating hours and at events. Monitor and approve student hours for payroll. Maintain office supplies and equipment. Provide support to AD, PD, GFIC Faculty Director, Entrepreneur-in-Residence and Accounting Lecturer. Other duties as indicated.

MINIMUM QUALIFICATIONS:

Education/Experience: High school diploma and 2-3 years relevant experience or the equivalent combination of education and experience.  Associate’s degree preferred.

Skills: Excellent interpersonal, verbal and written communication skills with demonstrated ability to be discreet and maintain confidentiality and provide diplomatic and patient customer service; ability to communicate successfully with all levels of the department, organization, other institutions and governing bodies. Proven ability to track expenses and manage financial data accurately in paper files, spreadsheets, accounting system. Proficient in the use of office technology, especially Word and Excel. Proven mastery of organizing and prioritizing own work, resolving problems, and managing multiple tasks simultaneously. Absorb current best practices for administrative workflow and systems. Participate in continued improvement and implementation of best practices. Attention to detail while performing multiple duties simultaneously and to managing occasional increased workload volumes. Ability to engage in independent decision-making while also working as part of a team. Occasional evening/weekend hours required.

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

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