Overview
Administrative Assistant Jobs in Northampton, Massachusetts, USA at Smith College
If you have any questions about the position or our application process, reach out to us at recruiting-u.
Job Description
Job Summary
The Office of the Executive Vice President of Finance and Administration, located with the Controller’s and Budget Offices, is looking for a proactive andcollaborativeadministrative assistant to support general office tasks, records management efforts, and other day-to-day department activities.
Scheduled Weekly
Hours:
20-24 hours/week
Take appropriate actions to support adiverse workforceand participate in the College’s efforts to create arespectful,inclusive, and welcomingwork environment.
Essential Functions
Provides administrative support to F&ASenior LeadershipTeam Members (25%)
Provides administrative support including scheduling meetings, reserving conference rooms, and ordering lunches as needed
Schedules meetings and maintains the calendars for officeleadershipunder direction from manager and other leaders
Upholds the highest levels of confidentiality in their work in dealing with sensitive and personal information
Supports general office tasks (25%)
Orders, organizes, and maintains supplies; triages special requests for supplies
Answers phones and directs calls as appropriate
Sorts and distributes mail
Welcomes visitors and walk-ins
F&A project support (25%)
Support various F&A projects and initiatives as assigned
Under the direction ofleadership, works as part of a team and independently to complete tasks on special projects, including, but not limited to
scheduling, reserving rooms, coordinating catering
attending meetings, taking notes, distributing notes and action items after meetings
developing, editing, or refining materials including flyers, power point presentations, memos, etc.
Records management support (20%)
Under the direction ofleadership, supports the departments’ record retention practices.
Support the organization of F&A records (physical and digital) in accordance with the Records Retention Policy
Supports the development and ongoing management of a records management system that is organized for searchability and usability in order to find specific documents
Reduces departmental risk by ensuring records are
stored securely (only those that need to can access certain records)
not retained longer than they should be
disposed of appropriately (destroyed beyond recovery or transferred to college archives)
Other Functions
Other duties as assigned (5%)
Serves as backup to Executive Assistant in their absence
Supports day-to-day activities for the department as assigned
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)
High school degree and one to three years of relevant experience or an equivalent combination of
education
and experience.
Advanced expertise with Google Workspace and Microsoft Office required. Demonstrated ability to learn new tools effectively.
Demonstrated
problem-solving skills
.
Excellent
communication skills
– verbal, written, and interpersonal, with demonstrated ability to be discreet and maintain confidentiality; ability to communicate with all levels of the department and organization.
Flexibility
and ability to function at a wide range …
Title: Administrative Assistant
Company: Smith College
Location: Northampton, Massachusetts, USA
Category: Administrative/Clerical, Business
