Administrative Assistant, Professional Development Fund

Smith College•College Place, WA

1d•$21 - $23•Onsite

About The Position

This part-time, academic year Administrative Assistant role supports the daily financial operations required to administer the Lazarus Center professional development program. The role meets with students to provide guidance on funding applications and reimbursement processes, supports appropriate purchasing card use, and processes receipts and reimbursements. The Assistant also tracks applications and budgets to help ensure accurate, organized, and consistent financial procedures. Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Requirements

Associates degree and 0-1 year of experience providing administrative support
Attention to detail
ability to learn and work within systems
deadline oriented

Nice To Haves

Higher education or a student-facing environment.
Purchasing card processes, reimbursement policies, or institutional financial systems.
Program logistics, events, or front desk operations.
Applications and budget tracking using spreadsheets or database systems.
Workday, Airtable

Responsibilities

Process receipts, reimbursement requests, and related financial documentation in accordance with institutional guidelines.
Verify completeness and accuracy of submitted materials prior to processing.
Coordinate with Finance or Business Office staff as needed to resolve discrepancies or clarify documentation requirements.
Maintain organized digital and/or physical records of transactions for audit and reporting purposes.
Meet with students to provide guidance on reimbursement processes, funding applications, and budget-related procedures.
Respond to student inquiries via Airtable and email, including issuing approval and denials, requesting additional information, and clarifying documentation requirements in a timely and professional manner.
Review purchasing card transactions for accuracy and compliance, ensuring proper documentation and timely reconciliation.
Communicate relevant policy updates and procedural expectations related to financial processes.
Track student applications and funding requests using established systems in Airtable.
Monitor student submission of required travel waivers and update applications.
Monitor budgets and expenditures in Workday to ensure alignment with allocated funding.
Generate periodic reports summarizing spending, application volume, and remaining balances.
Identify inconsistencies or overspending risks and flag concerns to appropriate supervisors.
Perform other duties as assigned by management.