Admin Coordinator Jobs in Springfield, MA (NOW HIRING)

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

Job Summary

Ensure excellence of Clark Science Center operations and planning. Promote teamwork and professional development in the delivery of administrative and technical services to the science community. Develop working practices and relationships to ensure equitable financial management and sustainable resources for 20 Science, Technology, Engineering & Math (STEM) departments, programs and centers. Responsible for the day-to-day management of the Clark Science Center, which includes facilities and budget management, and oversight of around 30 staff positions in nine administrative and technical units servicing twenty academic departments and programs housed in a quarter of a million square feet of assignable space in five buildings and a portion of Scott Gym.

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

Administration (40%):

• Oversee the effective and efficient operations and administration of the Clark Science Center.
• Oversee the support provided by the Academic Admin coordinator team and integrate with the needs of the science departments and programs, Computing & Technical Support, Resource Management/Stockrooms, Animal Care Facility, Center for Molecular Biology and Aqueous Biogeochemistry, Center for Mass Spectrometry, Center for Design & Fabrication, Lab Safety & Compliance, and the Institutional Animal Care & Use Committee staff.
• Ensure the integration of Science Center units to deliver comprehensive, coordinated services.
• Act as the chair of certain standing committees and serve on others; including new committees that may be needed in the future.
• Carry out the hiring, supervision, and evaluation of support staff, both clerical and technical.
• Oversee the maintenance of regulatory licenses for inventories of controlled substances and radionuclides.
• Responsible for insuring that the Science Center is in compliance with local, state, and federal regulations regarding health and safety, and toxic substances. Administer grants secured for the sciences when individual faculty members, departments, or other administrative units are not the appropriate administrators.
• Allocate summer student research funding and collaborate on admission and assessment efforts.
• Review, negotiate and execute Material Transfer Agreements, ensuring the College's and faculty interests and responsibilities are consistent with academic norms, policy and risk management standards.

Facilities Planning and Management (30%):

• Develop annual and long-term plans to renovate space to meet evolving needs. Partner with Facilities, Capital Projects, architects and space occupants to translate plans into construction documents that are aligned with financial constraints.
• Serve as Science Center's and occupants' representative during construction. Oversee security, safety, animal care facilities, supervision of the maintenance of shared equipment and facilities that are not the specific responsibility of academic departments or of Facilities Management.
• Oversee and, when necessary, make recommendations to the Office of the Provost and Dean of Faculty regarding the allocation of non-classroom Science Center space.

Program Planning and Development (20%):

• Prepare long and short-term plans for the development of programs and services in the sciences, in cooperation with the Science Planning Committee and members of the science faculty.
• Coordinate with Alumnae Relations and Development and other stakeholders on strategic fundraising opportunities to support the sciences.
• In partnership with the Faculty Director, initiate and draft grant applications.
• Visit granting agencies.
• Seek out sources of potential funding.
• Serve as an effective spokesperson for the sciences.
• Serve as a two-way communications link to numerous other campus constituencies.

Budget Management and Planning (10%):

• Manage the operating, endowed, and grant budgets totaling over $5 million including the Science Center's Equipment Capital Plan.

Management/Leadership:

• Manages a team of direct reports in regular staff roles
• Accountable for hiring, development / coaching, and performance-related decisions with support from Human Resources
• Makes informed decisions impacting team and college including setting priorities, allocating resources, and problem-solving
• Effectively communicates expectations, provides feedback, and ensures alignment with department goals
• Addresses conflicts and challenges within the team to promote a positive work environment
• Formulates and implements policies and procedures

MINIMUM REQUIRED Qualifications:

• Graduate Degree, Field: Business Administration, Science, Educational Administration or related field
• 12 or more years experience, Area: Managing people, managing complex, multifaceted operations, multi-million dollar budgets, managing or using scientific equipment

Skills:

• Excellent interpersonal, problem solving, and written/oral communication skills.
• Ability to interact with a wide range of people, involving a diverse array of topics, in a fast-paced environment.
• Must have expense tracking, budget management and planning experience.
• Proficient in Google Apps and Microsoft Office applications, including Word, Excel, and PowerPoint, as well as database user skills (e.g. MS Access or FileMaker).
• Familiarity with online communication preferred (e.g. web site, blog, YouTube).

Position Type

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application.

Review of applications will begin

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.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The 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, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.