Administrative Assistant

Smith College•College Place, WA

39d•$25 - $31•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to the Student Affairs division, including the Dean of Students, Associate Dean of Students, and Student Affairs staff. The position manages daily office operations, calendars and meeting coordination, event and travel logistics, web and social media content, departmental communications, and special projects. The Administrative Assistant also manages the administration and supervision of assigned student employees and serves as a key point of contact for students, families, faculty, staff, and visitors. Working collaboratively across Student Affairs and with campus partners, the position helps ensure effective office operations, timely communication, and successful coordination of departmental programs, projects, and initiatives. 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

Associate's degree and 3-5 years of relevant experience or an equivalent combination of education and/or experience.
Experience working with individuals from diverse backgrounds.
Excellent interpersonal, problem-solving, and communication skills with the ability to be discreet and maintain confidentiality.
Ability to communicate with all levels of student affairs departments, the college and outside constituents.
Ability to coordinate schedules and events efficiently.
Ability to work with social media platforms, Microsoft Office software and other technology systems.
Proven ability for managing fast-paced and highly active settings.
Work effectively with others in a collaborative environment with experience in team-oriented work.
Manage multiple tasks/projects simultaneously; attention to detail.
Have a good sense of humor and the ability to manage and work with a variety of personality types and work styles.
Proven experience working with diverse constituencies.
A commitment to the core values of the college and the division.

Responsibilities

Manages day-to-day administrative and operational functions for the Student Affairs office, including responding to email and telephone inquiries, processing incoming and outgoing mail, maintaining office supplies, and ensuring office spaces are functional, organized, and presentable.
Serves as a primary point of contact for students, families, faculty, staff, and visitors. Provides professional assistance, manages challenging or sensitive situations appropriately, and connects individuals with appropriate campus resources for additional support or resolution.
Manages the distribution and tracking of equipment, keys, and informational materials provided to students on behalf of Student Affairs and affiliated offices.
Submits and tracks facilities work orders on behalf of department staff, orders office supplies and materials, and reconciles procurement expenses in a timely manner.
Maintains organized departmental records, resources, procedures, and administrative documentation to support efficient operations and continuity of services.
Manages and maintains Student Orientation and Student Affairs web content, including the Student Handbook/Manual, student policies, and other key resources, ensuring information is accurate, current, accessible, and updated in a timely manner.
Leads the department’s social media presence for parents and families, including developing and posting content, sharing timely information and resources, moderating content, and supporting ongoing communication and engagement.
Provides communications support for Student Affairs programs, services, and events, including designing, producing, and distributing flyers, posters, announcements, and other promotional materials.
Manages the student employment lifecycle for assigned student staff, including position posting, recruitment, interviewing, hiring, onboarding, training, scheduling, supervision.
Establishes and communicates work expectations and priorities for student staff, provides ongoing direction, coaching, and feedback, and ensures student work aligns with department needs and goals.
Addresses routine performance concerns, scheduling issues, and interpersonal conflicts involving student staff and works with department leadership and appropriate campus resources to resolve more complex concerns.
Maintains a regular physical presence in and around the front office area to provide guidance, supervision, and operational support to student staff.
Provides administrative support to the Dean of Students, Associate Dean of Students, and Student Affairs team, including managing calendars, scheduling and coordinating meetings, resolving scheduling conflicts, prioritizing requests, and responding to changing needs and priorities.
Coordinates meeting and event logistics, including scheduling participants, submitting and managing space reservations through 25Live, coordinating catering orders, arranging departmental travel, preparing and distributing materials, and communicating logistical information to participants.
Provides project coordination support for Student Affairs initiatives, including tracking timelines and deliverables, coordinating logistics and communications, and supporting cross-functional projects as assigned.