Administrative Coordinator

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Job Summary

Serve as administrative coordinator and office manager of the Lewis Global Studies Center: Coordinate regular events, projects and workshops of the Lewis Center; supervise student workers as front desk receptionists; provide oversight of Lewis Center communications, including the website; coordinate outreach to other campus administrative offices and publications; provide executive assistant support to the Director of the Center. Provide administrative and programming support for education abroad and international and student scholar events and activities.

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

Lewis Global Studies Center Administrative Support (60%):

Office Management

• Manage the day-to-day operations and coordinate the workflow of the Lewis Center.
• Respond to inquiries from faculty, staff, students, and the general public.
• Prepare appropriate signage and information as needed for hybrid virtual and physical workflows in order to direct students and visitors to appropriate offices.
• Oversee use for the Lewis Center space, including scheduling, general maintenance, catering, set up for events, and external booking requests through 25Live.
• Hire, train and supervise student workers. Coordinate with International Students and Scholars and Education Abroad in cross-training of student workers. Schedule front desk coverage by students to ensure that heavy traffic periods are supported by the presence of a staffed reception area.
• Facilitate regular staff meetings, in coordination with the Director, ensure events are appropriately scheduled in the shared calendar, and take notes of items presented and decided at each meeting.

Programming and Communications

• Provide coordination and administrative support for programs, events, and workshops of the Lewis Center. Coordinate with other departments and programs on campus as appropriate and assist with college-wide events as necessary.
• Manage Lewis Center communications, including dissemination of event notices across multiple platforms; serve as webmaster for the Lewis Center website. Oversee production of publicity and recruitment materials, including graphic design of event flyers and posters. Produce monthly LGSC newsletter. Supervise the Social Media Intern and promotion of events via social media. Partner with other campus departments and offices in intercampus and Alumnae Communications.
• Provide support for various grant programs offered by the Lewis Global Studies Center such as the International Experience Grant, Blumberg Traveling Fellowship, and Anita Wien Global Scholarship. This includes arranging information sessions, responding to inquiries, coordinating the application process and review, and collaborating with the Financial Operations Specialist to ensure timely disbursement of awards.

Executive Assistance

• Provide executive assistant support to the Director: arrange meetings, coordinate calendars, campus space, take minutes of meetings as needed; support photocopying, printing or other document publication needs for meetings; assist with provision of technical support, including supplies, equipment, and set up for events and online programming.
• Monitor and assist in documentation needed for international legal compliance and risk management, including tracking of the Horizons' Travel Registry for short-term travel.

Education Abroad Support (20%):

• Assist in preparation and event support of the Study Abroad Pre-Departure Orientations in the fall and spring: Coordinate catering, facilities, event support.
• Support the Director and Associate Provost with the Committee on Study Abroad (CSA): arrange meetings, distribute agenda and materials, take minutes.
• Promote and support education abroad events as part of overall LGSC programming and communications, including social media.
• Coordinate the annual review and update of program handbooks for the four Smith Programs Abroad
• Provide support for international compliance documentation for the four Smith Programs Abroad.

International Students & Scholars Support (20%):

• Provide dedicated support for the International Student Pre-Orientation (ISP), especially throughout the month of August and during the ISP week.
• Provide administrative support to the international visa process: assist with entering and tracking the Certificates of Finance, mailing of completed I-20s; send notification of mailings to students; track mailings and assist with follow-up for lost mailings as needed.
• Promote and support international student and scholar events as part of overall LGSC programming and communications

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

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

• Associates degree plus three-to-five years of program coordination experience, with preference for experience in an international or multicultural work environment. B.A. preferred.
• Experience working with individuals from diverse backgrounds.

Skills

• Demonstrated ability to organize and prioritize work effectively, manage multiple tasks/projects simultaneously, solve problems in coordination with multiple stakeholders, and work sympathetically with students, faculty, and staff.
• Excellent verbal and written communication skills.
• Experience with budget administration, with excellent attention to detail and organized record-keeping.
• Website maintenance, graphic design, desktop publishing, social media communications, and publicity management are critical requirements for the position, along with experience in use of Microsoft Word, Excel, Google apps, and content database systems (such as WorkDay). Effective training and supervision skills for work with student staff with limited office experience.

Review of applications will begin

Position Type:

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 recruiting-u@smith.edu.

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.