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Company Name:
Approximate Salary:
Not Specified
Northampton, Massachusetts
United States
Position type:
Full Time
Experience level:
5-7 years
Education level:
Associate Degree

Administrative Coordinator

Provide the dean with a wide range of administrative support which may include: the management of special projects, planning and organizing meetings and events, drafting correspondence, memos and reports, managing schedules, preparation and follow-up from meetings and activities, mid and long term planning, research and preparation of materials and reports, and file and mail management. Serve as a front-facing point of contact for the Office the Dean with students, faculty, and external constituents; work collaboratively with the Offices of the Associate Deans and provide cross administrative assistance when needed;

Administrative Support: Serve as liaison between the dean and the school's constituencies, both internal and external; inform the dean about ongoing issues and concerns in the School; develop and maintain a schedule that appropriately directs the Dean's time and effort in a prioritized manner that facilitates the work of the School (inform, provide background, follow up on action needed after meetings, and be extremely conversant with the full scope of the dean's responsibilities); arrange dean's travel; arrange itineraries, travel and accommodations for VIP visitors to campus; draft correspondence, memos and reports; prepare written materials for meetings and presentations; work collaboratively across the organization.

Special Project Management: Work with the Dean on the oversight of strategic and/or administrative projects within SSW to monitor that project objectives are met, resources are used efficiently and effectively, and the interests of different stakeholders and constituents are understood and incorporated. This may include: taking primary responsibility over projects; creating effective timelines of deliverables and overseeing implementation; developing communications and reports; organizing and when necessary directly data gathering; working with other administrative and faculty groups.

Faculty and Staff Support and Policy Compliance: Responsible for communications regarding human resource issues; manage current job descriptions and vacation requests, monitor that performance management plans are developed and received by the Dean's Office; organize staff to develop social and team building processes within SSW

Manage communications to departments, programs, candidates, outside reviewers, and Committee on tenure and promotions. Compile and analyze data. Lead annual information meetings for candidates and the Dean. Advance efforts to improve SSW guidelines and program committee appointment process. Liaise with the Faculty Policy Specialist in the Office of the Provost. Interpret and advise on policy and ensure compliance with policy. Train faculty candidates on procedures and platforms.

Manage sabbatical and leave requests to determine eligibilities and contingencies. Maintain records related to sabbaticals and leaves. Prepare communications and distribute sabbatical and leave information on a regular basis to the Provost's Office, and other appropriate places. As needed, review and make recommendations on changes to policies; ensure consistency in application of policies.

Oversee communication, processing, distribution, and reporting in faculty merit calculation process. Provide support in annual processing of faculty record sheets. Manage annual record sheet enhancements, including work with outside consultant in maintaining the functionality of the tool.

Administer faculty and course support searches, prepare and enter appointment letters and pertinent data in Smith databases, and support the Dean and Chair of the Faculty Search Committee; coordinate communication between faculty, Provost's Office, Human Resources, and Office of Institutional Diversity & Equity. Provide guidance and manage materials for search committees, advise on proper reporting and recordkeeping practices, and oversee approval and closing of searches; create advertisements; communicate with candidates and oversee campus visit; manage the faculty voting procedures. Update and maintain the SSW Faculty Code.

Other Office Support: Perform related duties as required. Regularly evaluate processes and methods used to complete assignments in support of the dean and make recommendations on improvements. Cross-train and act as back up for other administrative support positions in the school.

Education/Experience: Associate's degree plus a minimum of six years of office experience at a Coordinator's level (preferably in a variety of academic settings) or the equivalent combination of education and/or experience. Bachelor's degree preferred.

Skills: Ability to lead teams, coordinating multiple groups and critically analyzing workflows, as well as work independently. Supervisory experience required. Ability to adapt to, thrive in, and strategically manage a quickly-changing work environment. Proven office management and administrative skills. Excellent communication skills - listening, verbal, written and interpersonal - with demonstrated ability to be discreet and maintain confidentiality; ability to communicate and work cooperatively with all levels of a diverse organization; thorough knowledge of Microsoft Office suite; ability to exercise independent judgment; highly proactive with proven problem-solving and project management skills; experience providing complex, confidential management and administrative support in a high profile environment with tact and diplomacy; proven ability to work with multiple deadlines, priorities and issues of diversity; flexibility, adaptability and ability to work additional hours during peak periods. Must demonstrate professional comportment at all times.

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

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