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

Job Description

Job Summary

Serve as the School for Social Work's (SSW) accountable partner to the Smith College offices of Human Resources, Budget and Finance, Facilities, IT and others. Working closely with SSW administrative departments, recommend, oversee, review, and implement operational policies and procedures for SSW. This position works closely with other SSW departments as a part of a cross functional team to support SSW operations and as they intersect with College offices of Budget and Finance, HR, Facilities and IT. Ensures all related HR procedures and documentation are appropriately maintained and are in compliance with School and College policies and regulations and communicated effectively to all relevant parties. Provides oversight for the hiring and contracts of adjunct faculty, student workers, and contractual workers in particular and all School for Social Work employees generally; Responsible for overseeing student employment at SSW from hiring through to the end of the contract. Oversees the student activities fund and supporting student groups wanting to access these funds. Serve as a primary contact for finance to ensure data quality and integrity in financial data, steward for HR data for SSW and coordinate with IT and Facilities for relevant SSW interactions. In conjunction with the Office of Finance Administration, trouble-shoot issues as they arise with expense reimbursements, accounts payable, preparation of journal entries, procurement card reconciliations, and address payroll inquiries for contract workers and employees. Serve as first point of contact with the Smith College Facilities on the management and maintenance of Lilly Hall, and its offices. Work closely with the SSW Office of Faculty Support and the SSW Deans' Offices on special projects. Lead special initiatives as needed and directed by the Office of the Dean.

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

SSW Coordinator for Budget and Controller's Office (25%)

• Serve as a first point of contact for SSW to the Controller's and Budget Offices to SSW.

• The Operations Manager is responsible for drafting the SSW annual budget by working with the Dean and each administrative department.

• The Operations Manager handles day-to-day financial activities such as: expense reimbursements, accounts payable, preparation of journal entries, procurement card reconciliations, and payroll inquiries.

• Coordinate with other college offices and outside vendors to ensure effective administrative support and management of SSW expenses.

• Provide SSW departments, resident faculty and student groups with budgetary information as needed to ensure effective planning and accounting of available funding sources.

SSW Coordinator for Human Resources (25%)

Working with the Office of Human Resources, the Office of the Provost, and departments within the SSW, responsible for the overall management of SSW contracts issued across SSW department, across the academic year to advisers, instructors, consultants, and other vendors and oversee student employment hiring at SSW; Provide contract-related issue resolution both internally and externally, oversee the management of record keeping for all contract related correspondence and documentation; Monitor and complete contract close-out, extension or renewal, as appropriate; Communicate contract-related information to all stakeholders and ensure that SSW managers are apprised of federal and state labor policies that impact decision-making for hires into multiple settings. The incumbent will support the Dean on all academic HR processes including the development and/or maintenance of faculty or staff analytics and/or other relevant data.

SSW Coordinator for Facilities and IT (20%)

Serves as first point of contact. Responsible for ensuring smooth and coordinated requests for services and related communications between SSW and the College offices.

Work in collaboration with other SSW departments to support SSW operations (25%)

• This position intersects with many other SSW departments on issues of budget, hiring, and infrastructure.

• This position offers cross functional support to other SSW departments in relation to contracts, HR processes, event project management as it relates to campus spaces and resources, budgeting, and project implementation as it relates to these areas of responsibility.

Other Functions (5%)

Other duties 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)

Education/Experience: A minimum of 3-5 years of experience or an equivalent combination of education/experience in office management and leadership. Bachelor degree preferred.

Skills: Strong critical thinking, problem-solving, and communication skills; Ability to take initiative and exercise excellent judgment; Excellent time management and ability to multitask; Demonstrated ability to create and maintain strong positive collaborative working relationships with other departments; Demonstrated ability to enforce policies with diplomacy and when necessary, reasonable flexibility; Ability to develop and integrate sophisticated understanding of technology enabled processes; A hybrid schedule and scheduling flexibility is possible. Must work in alignment with SSW's Five Core Principles in all areas of work and as an employee of Smith College is expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

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About Smith College

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.

Diversity and a culture of inclusion among students, staff, faculty, and administration are crucial to the mission and values of Smith College. We are an Affirmative Action/Equal Opportunity employer and do not discriminate on the basis of race, gender, age, color, religions, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.