Administrative Assistant

If you have any questions about the position or our application process, reach out to us at View email address on click.appcast.io. Job Summary The Administrative Assistant provides comprehensive administrative support for the Conway and DTI staff, overseeing central office functions including managing student staff, space use, procurement, record‑keeping, and expense tracking for both units. The assistant assists in executing large‑scale program activities and supports a diverse workforce, contributing to a respectful, inclusive, and welcoming work environment. Essential Functions Administrative Support (40%) Oversee hiring, training, and compensation of student workers. Delegate and ensure timely completion of intern‑assigned tasks and projects. Track and replenish office supplies and materials for the resource libraries, DTI Prototyping Studio, and Conway maker cabinets. Order keys, office equipment, and supplies. Maintain general oversight of assigned building spaces, including coordinating work. Approve requests for Capen Annex and Conway Classroom in the scheduling tool (25Live). Budget Support (25%) Process faculty and student stipends, invoices, reimbursements, awards, and guest honoraria in a timely manner. Reconcile procurement card expenses for DTI staff. Record all expenses for Conway, DTI, and GFX in internal budget tracking spreadsheets. Reconcile internal accounting against the college’s financial management system. Work with Operations Manager to provide quarterly budget reports. Maintain policy‑compliant financial files as required by the college. Event Support (25%) Submit required information to Registrar for all credit‑bearing courses by applicable deadlines. Arrange guest speakers, GFX 100 logistics, and support for the financial accounting instructor. Provide backup administrative support to faculty in partnership positions (e.g., VAP in Ethics Across the Curriculum and LAS Post‑doc, DTI faculty engagement). Coordinate co‑curricular activities: set up tables/chairs, waste management plan, reserve rooms, order catering, and secure technological support. Arrange sufficient student intern staffing for off‑campus excursions, air/ground transportation, and lodging for guest speakers. Support large‑scale public events (e.g., Joypalooza and Maker Faire). General (10%) Attend administrative assistants’ meetings organized by the Associate Dean of Faculty. Update operational best practices documentation. Collaborate with colleagues from other departments (Event Management, College Relations, Budget & Finance, IT, etc.). Enter student attendance data into appropriate tracking platforms for Conway and DTI. Represent Conway and DTI at campus‑wide events, including Central Check‑In, Resource Fairs, Open Campus Weekends, Commencement, and Reunion. Perform other duties as assigned. Required Qualifications Education: Associate’s degree. Experience: 1 to 5 years of relevant experience. Knowledge: Google suite, Slack, Workday, Zoom. Skills: manage multiple tasks, set goals, work toward objectives; engage in independent decision‑making; collaborate in a team; excellent interpersonal, verbal and written communication; comfortable working with numeric data; effective communication with all members of a college community. Preferred Qualifications Education: Bachelor’s degree. Knowledge: Mailchimp, Airtable. Skills: independent decision‑making while working as part of a team; occasional evening/weekend hours required. Compensation Competitive benefits package. Hourly pay range $25.86 – $31.61, covering the middle half of market compensation. Actual compensation will vary based on individual qualifications. Position Type Regular. EEO & Accessibility Smith College is an equal opportunity employer. Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter151B, we 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. We are committed to promoting a culture of equity and inclusion among students, staff and faculty. We will not discriminate on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, veteran status, physical or mental disability, or any other classification protected by law. #J-18808-Ljbffr