Administrative Assistant

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DepartmentStudent Affairs Job Description

Job Summary

The Administrative Assistant provides comprehensive administrative and operational support to the Student Affairs division, including the Dean of Students, Associate Dean of Students, and Student Affairs staff. The position manages daily office operations, calendars and meeting coordination, event and travel logistics, web and social media content, departmental communications, and special projects. The Administrative Assistant also manages the administration and supervision of assigned student employees and serves as a key point of contact for students, families, faculty, staff, and visitors. Working collaboratively across Student Affairs and with campus partners, the position helps ensure effective office operations, timely communication, and successful coordination of departmental programs, projects, and initiatives.

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

GENERAL OFFICE AND ADMINISTRATIVE SUPPORT(65%):

• Manages day-to-day administrative and operational functions for the Student Affairs office, including responding to email and telephone inquiries, processing incoming and outgoing mail, maintaining office supplies, and ensuring office spaces are functional, organized, and presentable.

• Serves as a primary point of contact for students, families, faculty, staff, and visitors.

• Provides professional assistance, manages challenging or sensitive situations appropriately, and connects individuals with appropriate campus resources for additional support or resolution.

• Manages the distribution and tracking of equipment, keys, and informational materials provided to students on behalf of Student Affairs and affiliated offices.

• Submits and tracks facilities work orders on behalf of department staff, orders office supplies and materials, and reconciles procurement expenses in a timely manner.

• Maintains organized departmental records, resources, procedures, and administrative documentation to support efficient operations and continuity of services.

COMMUNICATIONS AND TECHNOLOGY (10%)

• Manages and maintains Student Orientation and Student Affairs web content, including the Student Handbook/Manual, student policies, and other key resources, ensuring information is accurate, current, accessible, and updated in a timely manner.

• Leads the department's social media presence for parents and families, including developing and posting content, sharing timely information and resources, moderating content, and supporting ongoing communication and engagement.

• Provides communications support for Student Affairs programs, services, and events, including designing, producing, and distributing flyers, posters, announcements, and other promotional materials.

STUDENT EMPLOYMENT ADMINISTRATION AND SUPERVISION (25%)

• Manages the student employment lifecycle for assigned student staff, including position posting, recruitment, interviewing, hiring, onboarding, training, scheduling, supervision.

• Establishes and communicates work expectations and priorities for student staff, provides ongoing direction, coaching, and feedback, and ensures student work aligns with department needs and goals.

• Addresses routine performance concerns, scheduling issues, and interpersonal conflicts involving student staff and works with department leadership and appropriate campus resources to resolve more complex concerns.

• Maintains a regular physical presence in and around the front office area to provide guidance, supervision, and operational support to student staff.

ADMINISTRATIVE SUPPORT FOR STUDENT AFFAIRS LEADERSHIP (10%)

• Provides administrative support to the Dean of Students, Associate Dean of Students, and Student Affairs team, including managing calendars, scheduling and coordinating meetings, resolving scheduling conflicts, prioritizing requests, and responding to changing needs and priorities.

• Coordinates meeting and event logistics, including scheduling participants, submitting and managing space reservations through 25Live, coordinating catering orders, arranging departmental travel, preparing and distributing materials, and communicating logistical information to participants.

• Provides project coordination support for Student Affairs initiatives, including tracking timelines and deliverables, coordinating logistics and communications, and supporting cross-functional projects as assigned.

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

MINIMUM REQUIRED Qualifications:

Associate's degree and 3-5 years of relevant experience or an equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.

Skills:

• Excellent interpersonal, problem-solving, and communication skills with the ability to be discreet and maintain confidentiality; the ability to communicate with all levels of student affairs departments, the college and outside constituents; coordinate schedules and events efficiently; and to work with social media platforms, Microsoft Office software and other technology systems.
• Proven ability for managing fast-paced and highly active settings.
• Work effectively with others in a collaborative environment with experience in team-oriented work.
• Manage multiple tasks/projects simultaneously; attention to detail.
• Have a good sense of humor and the ability to manage and work with a variety of personality types and work styles.
• Proven experience working with diverse constituencies.
• A commitment to the core values of the college and the division.

CompensationIn addition to a competitive benefits package, pay for this role is typically between $25.23 - $30.84 hourly covering the middle half of market compensation. Actual compensation will vary based on individual qualifications.

Position Type

Regular

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

July 23, 2026 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 View email address on click.appcast.io.

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.