Posted in Other about 2 hours ago.
If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.School for Social WorkJob Description
Essential Functions
Office Management (45%):
* Maintain Office Supplies: Monitor and replenish office supplies as needed. Manage inventory and handle reordering.
* Office Equipment: Ensure proper functioning of office equipment such as printers, copiers, and any student loaner laptops. Arrange for repairs and maintenance as required.
* Workspace Organization: Keep the office environment clean and organized. Manage electronic filing systems and ensure documents are correctly stored and organized
* Phone Management: Answer and screen phone calls. Take messages and forward them to the appropriate person.
* Email Correspondence: Manage and respond to emails. Draft and proofread professional correspondence.
* Visitor Reception: Greet and assist staff, students, and faculty. Ensure they are directed to the appropriate person, department. or meeting room.
* Calendar Management: Schedule and manage appointments, meetings, and events for team members and practicum faculty including PFAs and Seminar instructors. Ensure all participants are informed and updated.
* Meeting Coordination: Organize meeting logistics, including room reservations, audio/visual equipment setup, and Zoom rooms.
* Issue Resolution: Address and resolve administrative issues or concerns. Proactively seek solutions to improve office efficiency.
* Process Improvement: Suggest and implement improvements to administrative processes and workflows.
Document Handling and Tracking (40%):
* Maintain Tracking Mechanisms to track PFA responsibilities, student assignments, student and faculty attendance at required meetings, faculty compliance with required tasks and trainings.Data Entry: Enter and update information into databases and management systems.
* Ensure data accuracy and confidentiality as required by FRPA.
* Document Preparation: Create, format, and proofread reports, presentations, and other documents. Prepare and distribute meeting agendas and minutes.
* Filing and Record Keeping: Maintain and organize physical and electronic files. Ensure documents are securely stored and easily retrievable.
* Confidential Information: Handle sensitive information with discretion. Ensure compliance with confidentiality agreements and data protection regulations.
* Security Protocols: Adhere to office security protocols and ensure that confidential documents are properly disposed of.
Support and Coordination (10%):
* Administrative Support: Provide assistance to various SSW departments as needed. Help with project coordination and execution of administrative tasks.
* Event Planning: Assist systems manager with planning and organizing events, meetings, and conferences. Assist with the management of logistics and coordination.
* Task Management: Track and manage task assignments and deadlines. Follow up on action items and ensure timely completion.
* Team Assistance: Support team members with various tasks and projects as needed. Provide backup coverage for other administrative staff.
* Professional Development: Stay updated with office software and best practices. Participate in training and development opportunities.
Other Functions
Financial and Budgetary Tasks (5%):
* Expense Management: Process expense reports and reimbursements. Prepare and submit invoices for payment as needed.
* Constituency Interaction: Respond to student, faculty, and agency inquiries and provide information about program. Maintain professional relationships with all stakeholders.
* Support and inquiry Requests: Manage requests and follow up to ensure satisfaction.
Minimum Requirments:
* Education: High school diploma or equivalent
* Experience: Minimum of 2-3 years of experience in an administrative or office support role.
* Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook,Google Workspace) and familiarity with office equipment (e.g., printers, copiers, scanners, fax machines).
* Communication: Excellent verbal and written communication skills. Strong interpersonal skills and a customer-service-oriented attitude.
* Organization: Exceptional organizational skills with the ability to manage multiple tasks and prioritize effectively.
* Attention to Detail: High level of accuracy and attention to detail in all tasks and responsibilities.
* Problem-Solving: Ability to anticipate needs, address issues proactively, and offer solutions.
* Confidentiality: Demonstrated ability to handle sensitive and confidential information with discretion.
Experience working with individuals from diverse backgrounds.
Preferred Qualifications:
Associate's or Bachelor's degree preferred, Knowledge/experience of learning and student data systems preferred, knowledge of academic environment preferred.
Skills:
Academic Environment:
* Understanding of academic terminology and organizational structure.
* Familiarity with academic calendars, schedules, and deadlines.
* Knowledge of faculty, staff, and student roles and responsibilities.
Office Management:
* Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
* Ability to manage files and records, including maintaining confidentiality.
* Skills in scheduling and coordinating meetings, events, and travel arrangements.
Communication Skills:
* Strong written and verbal communication skills for interacting with students, faculty, and external parties.
* Ability to handle inquiries and provide accurate information.
Customer Service:
* Skills in providing excellent customer service to students, parents, and other stakeholders.
* Ability to manage and resolve conflicts or concerns professionally.
Event Coordination:
* Experience with organizing academic events, such as seminars, workshops, and conferences.
* Knowledge of logistical arrangements, including catering, technology, and space setup.
Financial and Budgeting Basics:
* Understanding of basic budgeting and expense tracking.
* Ability to process invoices, reimbursements, and manage petty cash if required.
Technology Proficiency:
* Familiarity with academic management systems (e.g., learning management systems, student information systems).
* Basic troubleshooting skills for office equipment and technology.
Compliance and Regulations:
* Knowledge of relevant regulations, such as FERPA (Family Educational Rights and Privacy Act) in the U.S., and other privacy laws.
* Understanding of institutional policies and procedures.
Project Management:
* Ability to assist in or manage academic projects, including planning, execution, and follow-up.
* Skills in prioritizing tasks and managing multiple responsibilities.
Professionalism and Ethics:
* Commitment to maintaining a high level of professionalism and ethical behavior.
* Ability to handle sensitive information with discretion.
Additional Information:
Dynamic, team player, who is interested in personal and professional growth, creativity and teamwork. Capacity to work independently and with others.
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