Administrative Coordinator

If you have any questions about the position or our application process, reach out to us at [email protected].

Department

Job Description

Smith College is hiring an Administrative Coordinator to power the operations of our active Dance Department. Balancing a rigorous academic curriculum with an ambitious performance schedule, this role requires exceptional administrative, budget, and planning skills.

If you have a passion for the performing arts and a proven track record in administrative management and collaboration, we welcome your application.

Job Summary

As a member of an administrative team, under supervision of the administrative manager, 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.

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

Administrative Support (25%)

Handle clerical, ordering, and scheduling tasks for the department chair, graduate program director, program faculty, and staff. Maintain departmental records, calendars, and databases. Manage departmental correspondence draft publicity and other communications for distribution to faculty, students, alumnae and other external audiences. Prepare materials for departmental meetings and disseminate actions points and decisions. Support departmental faculty and staff searches, decennial reviews, midterm reviews, and the annual audition to the Master in Fine Arts program. Maintain and update departmental web page content and other online presence, as appropriate. Assist in onboarding of new faculty and staff. Act as administrative liaison with other departments, offices and institutions, such as Five College Dance, the Department of Theatre, and Smith Office of the Arts (SOFA).

Budget Support: (20%)

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. Process the contracting of vendors and services, and the purchase of advertisement. Analyze expenditures against the budget and notify directors of discrepancies. Advise, support and proactively work with department chairs on departmental budget planning. Reconcile and report on key budget areas.

Event management: (20%)

Schedule, support, organize, and publicize all aspects of departmental events, visits, residencies, rehearsals, field trips, and auditions. Support the logistics of dance concerts in coordination with the production team. Partner with other offices and units, including Five College Dance, SOFA and Media Relations, for publicity of events. Manage events and lecture series including budget, funding, travel and honorarium. Plan annual commencement events. Organize the work of appointed student liaisons in connection with event planning.

Curricular Support (20%)

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.

Other Functions

Facilities Oversight: (15%)

General oversight of the department' s office and dance studios including coordinating work orders, keys, office equipment, and supplies. Weekly inspection of all spaces. Manage the reservations and use of the dance studios and conference room. Maintain building equipment; report and track building repairs. Manage building budgets with decision making on expenditures and reconciliation. Order supplies and manage inventory. Coordinate the use of spaces shared with other departments. Act as a liaison with faculty and allied offices to facilitate faculty onboarding and office moves.

Supervise Student Workers:

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

MINIMUM REQUIRED Qualifications (education, experience, certifications, licenses, knowledge, skills)

High school degree or equivalent and three years of relevant experience or the equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.

Skills

Excellent oral and written communication skills; very strong skills in MacOS and apps in Google Workspace (Google Docs, Sheets, Calendar, Forms, etc); proficiency in Microsoft Word, Microsoft Excel; skills in designing basic fliers/posters 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.

Compensation

Position Type

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

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 [email protected].

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.