Administrative Coordinator

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Dance

Smith College is hiring an Administrative Coordinator to power the operations of our active Dance Department. Balancing a rigorous academic curriculum with an ambitious performance schedule, this role requires exceptional administrative, budget, and planning skills.

If you have a passion for the performing arts and a proven track record in administrative management and collaboration, we welcome your application.

Job Summary

As a member of an administrative team, under supervision of the administrative manager, provide comprehensive administrative support in all areas of operation by working collaboratively with program faculty and staff to support the curricular/pedagogical mission of the assigned academic units. Assist in the general support of the daily operations in an academic building.

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

Administrative Support (25%)

Handle clerical, ordering, and scheduling tasks for the department chair, graduate program director, program faculty, and staff. Maintain departmental records, calendars, and databases. Manage departmental correspondence draft publicity and other communications for distribution to faculty, students, alumnae and other external audiences. Prepare materials for departmental meetings and disseminate actions points and decisions. Support departmental faculty and staff searches, decennial reviews, midterm reviews, and the annual audition to the Master in Fine Arts program.

Maintain and update departmental web page content and other online presence, as appropriate. Assist in onboarding of new faculty and staff. Act as administrative liaison with other departments, offices and institutions, such as Five College Dance, the Department of Theatre, and Smith Office of the Arts (SOFA).

Budget Support: (20%)

Administer and track all program budgets based on institutional policy and using the college’s financial management systems. Perform budget operations, process requisitions, purchase order requests, invoices, and reimbursement requests. Process the contracting of vendors and services, and the purchase of advertisement. Analyze expenditures against the budget and notify directors of discrepancies. Advise, support and proactively work with department chairs on departmental budget planning.

Reconcile and report on key budget areas.

Event management: (20%)

Schedule, support, organize, and publicize all aspects of departmental events, visits, residencies, rehearsals, field trips, and auditions. Support the logistics of dance concerts in coordination with the production team. Partner with other offices and units, including Five College Dance, SOFA and Media Relations, for publicity of events. Manage events and lecture series including budget, funding, travel and honorarium. Plan annual commencement events.

Organize the work of appointed student liaisons in connection with event planning.

Curricular Support (20%)

Assemble and update course offerings and schedules. Assist in the preparation of annual course catalog revisions. Support course scheduling process and work with departments to meet institutional deadlines around curricular requests and changes. Act as a liaison with Registrar and Provost offices on curricular matters. Order instructional supplies and help prepare course materials. Secure copyright permissions, following college policy. Assist faculty in hiring work-study students.

Monitor and update yearly departmental records.

Other Functions

Facilities Oversight: (15%)

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