Administrative Assistant - Visitor Services

Details

Posted: 14-Jan-24

Location: Northampton, Massachusetts

Type: Full-time

Salary: Open

Categories:

Staff/Administrative

Internal Number: R-202400017

If you have any questions about the position or our application process, reach out to us at [email protected] .

Botanic Garden
Job Description

Job Summary

Provide reception to Lyman Plant House visitors. Provide comprehensive administrative support in all areas of operation to the staff and students of the botanic garden. Assist with scheduling, event management and social media. Coordinate tours/visits and provide support to the Botanic Garden Volunteer Program. Assist with general office duties.

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

Reception/Visitor Services (40%)

• Welcome and assist visitors to Lyman Plant House and Conservatory.

• Screen and direct incoming telephone calls and handle other public inquiries.

• Administer the garden email account.

• Update web pages and provide social media content (images and language) related to Lyman Plant House and Conservatory open hours and botanic garden events, shows, and exhibits.

• Distribute mail. Sell, restock and inventory merchandise.

Scheduling/event coordination/social media (20%)

• Schedule events in 25Live - campus space request system.

• Post events to Smith College's information outlet, eDigest.

• Assist the director in scheduling (Zoom, in-person, phone).

• Maintain departmental Google calendars.

Schedule/coordinate tours, visits & volunteer shifts (20%)

• Arrange group tours and visits to Lyman Conservatory and outdoor gardens.

• Schedule volunteer guides for tours.

• Schedule volunteer weekend reception shifts.

• Send confirmation letters and information for group tours and visits.

• Maintain volunteer statistics and tour group statistics.

• Assist with monthly volunteer meetings.

• Proofread, copy, and send out minutes to the volunteers' meetings.

• Assist with training volunteers on reception tasks.

Administrative support (20%)

• Manage central office equipment (copier/printer); troubleshoot and order supplies.

• Print in-house signs, brochures, documents.

• Assist with mailings and outreach associated with the Friends of the Botanic Garden program.

• Perform other broad-spectrum duties that support botanic garden programs and functions.

Other Functions

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)

A high school diploma required and 1-3 years of administrative/office experience.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Associated degree and 1 year administrative experience preferred.

Skills

Good written and verbal communication, customer service and interpersonal skills. Strong computer skills, previous experience using Adobe Creative Suite, Drupal, word processing, Google software (Docs, Sheets, Forms) and Microsoft Office suite software. Digital photography expertise. Attention to detail; ability to multitask and appropriately prioritize work.

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.
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You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

February 9, 2024

Compensation Grade:

Grade O

Position Type:

Regular

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 [email protected] .

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.