Administrative Assistant- AS0525
Half-time, Limited term: 2 years
Provide administrative support to the Director and Co-Director of Design Thinking Initiatives including organization of program activities and events and administration of programmatic budget.
Duties and Responsibilities
Budget Administration: Administer program budget, including assisting with purchasing, ordering and expense tracking. Process requisitions, purchase order requests, invoices, reimbursement requests and journal entries charged to the grant. Provide budget status reports on a regular basis to director. Reconcile budget expenses with College accounting system. Maintain financial files and paper audit trail for Smith financial policy compliance. Maintain official records for the purposes of grant reporting and assessment work.
Programming Assistance: Assist with the organization and scheduling of events associated with the Design Thinking Initiative at Smith, including outside speakers, faculty development workshops and workshops for students, campus-wide design challenges, advisory board retreats and regular meetings. Reserve space, arrange for food, arrange for hotel, ground transportation, dinner reservations, receptions, technical equipment, etc. Assist with the creation and editing of web-based and print materials for publicity and dissemination.
Design Studio Support: Maintain organization of design classroom and prototyping studio. Work collaboratively with Directors and student partners to configure, calibrate, and maintain running of design space. Assist in testing and implementing new processes and techniques. Submit, track and facilitate building work order/repairs. Create technical documentation for facility and equipment use and maintenance. Order and stock materials and supplies for collaborative prototyping spaces. Assist the co-director in hiring student work-study interns. Perform other duties as needed.
Education/Experience: High school diploma or equivalent and 1 – 3years experience or an equivalent combination of education/experience.
Experience working collaboratively with diverse constituencies (in person and virtually). Ability to multi-task, pay consistent attention to detail, respond effectively to various work styles, communicate with faculty, students, and staff, and to exercise independent judgment. Ability to organize and prioritize work effectively, to take initiative and responsibility are important. Knowledge and experience with event planning and management required. Strong computer skills with knowledge and experience in MS Office Suite. Graphic Design experience and creative design sensibilities strongly preferred.
Posting date: 10 April 2017. Applications open until position is filled. Flexible start date: Summer 2017.
Smith College is an EO/AA/Vet/Disability Employer