Administrative Assistant, Professional Development Fund

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

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.

The assistant takes appropriate actions to support a diverse workforce and participates in the College's efforts to create a respectful, inclusive, and welcoming work environment.

• 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.

• Associate’s degree and 0–1 year of experience providing administrative support.
• Attention to detail, ability to learn and work within systems, deadline oriented.

• Experience in higher education or a student‑facing environment.
• Experience with purchasing card processes, reimbursement policies, or institutional financial systems.
• Experience with program logistics, events, or front desk operations.
• Experience with applications and budget tracking using spreadsheets or database systems.
• Experience with Workday and Airtable.

In addition to a competitive benefits package, pay for this role is typically between $21 and $23 per hour. Actual compensation will vary based on individual qualifications.

• Fixed Term

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 College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination. Smith College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, veteran status, or any other classification protected by law.