Alumnae Relations & Development Job Description
Support planning and coordination of the activities of the alumnae
engagement team and the Alumnae Association of Smith College (AASC)
Board of Directors. Work with the Executive Director to plan, and
prepare for and follow-up on AASC board meetings and conference
calls; provide broad administrative support across the OAR team;
implement programming including, data management, materials prep,
event logistics, financial reconciliation; and other projects as
Take appropriate actions to support a diverse workforce and
participate in the College's efforts to create a respectful,
inclusive, and welcoming work environment.
Departmental Administrative support: 40%
Alumnae Association of Smith College Board Support:
- Seasonal support of reunion-related administration.
- Work with the Executive Director and other members of the
alumnae relations team to provide strategic administrative support
in the planning and implementation of events and programs both on
and off-campus and virtually.
- Assist team members in identifying administrative and
logistical needs for their projects;
- Facilitate communication and partnerships between members of
the Alumnae Relations team and other Alumnae Relations &
Development staff who support AR projects via email communication,
website maintenance, data and reporting, and virtual meeting
- Conduct or delegate key administrative tasks including, but not
limited to: provide on-site logistical coordination and staffing
for events. Schedule events, rooms and catering through 25Live;
coordinate travel and logistics for staff and alumnae; research and
reserve venues and off-site catering; coordinate materials prep for
conferences and career events; approve alumnae for LinkedIn groups;
organize and lead webinars; process A/P vouchers and reconcile
- Work with the Executive Director to track and manage budget and
expenses within the OAR team.
- Provides supervision of 1 full-time Program Coordinator who
also provides administrative support across the team. Train and
direct the Program Coordinator, delegate tasks and set
Student Initiatives / Reunion Student Worker Program:
- Proactively support members of the AASC Board of Directors.
Support their successful communication, board culture and function
by performing strategic administrative tasks at a high level.
- Maintain communications with the board, produced weekly
messages including digests of campus news and communications,
support board members and sub-committees with their administrative
- Work with the Executive Director to support AASC board meetings
by preparing agendas, preparing speakers, producing pre-meeting and
in-meeting materials and resources. Anticipate and arrange
long-term logistical needs of the board by planning for hotel
accommodations and space reservations required more than one year
in advance. Coordinate travel, accommodations and/or video
conferencing arrangements for directors’ participation in
- Maintain official records of Board meetings, including minutes
and reports. Create and maintain accurate contact records
(addresses, employment, etc.) and bios for all current and former
directors in the database and in Board materials. Monitor Board
budget; process all reimbursement vouchers and invoices charged to
the board budget.
- Regular phone and email contact with the president, officers
and committees. Respond to board member requests.
- Assist with the organization and scheduling of monthly calls
between board meetings (full board, Executive Committee,
sub-committees), including the preparation of all meeting materials
and collateral information.
- Maintain yearly AASC calendar and support the Executive
Director to fulfill related deliverables (quarterly budget reports,
Other Functions 5%
- Provide support to student workers, including the reunion
student worker program.
- Supervise student workers as needed to support OAR
- For reunion student worker program, update job descriptions,
book training spaces and schedule shifts in online database. Update
program materials, including the student worker handbook,
orientation handouts and related information, taking advantage of
digital and online platforms as required.
Participate in team meetings, task forces and committees as
required. Back up other staff needs as necessary. Perform related
duties as required.
All employees are expected to participate in the College's
efforts to create a respectful, inclusive, and welcoming work
Minimum Qualifications (knowledge, skills, education,
experience, certifications, licenses)
Associate's degree plus 2-4 years of relevant experience and/or an
equivalent combination of education and experience.
Experience working with individuals from diverse
- Excellent verbal and written communication skills.
- Excellent computer skills.
- Able to provide excellent customer service while interacting
effectively with a diverse population including alumnae, students,
faculty, staff and outside vendors.
- Must be able to maintain confidentiality, work under pressure
and be flexible.
- Must possess strong organizational skills, attention to detail,
be able to prioritize work effectively, take initiative and solve
- Willingness to work occasional overtime with evenings and
weekends (approximately 5 weekends per year).
- Must be comfortable with technology and willing to learn
emerging technologies as necessary.
- Proficient use of Microsoft Office suite, CRM systems, and
- Experience with Salesforce and Zoom a plus.
Please attach BOTH
a current resume and a cover letter in
order for your application to be considered for this position .
You may combine your resume and cover letter into a single file
or attach multiple files to your application, but BE SURE you have
provided all attachments BEFORE SUBMITTING your application.
You will NOT be able to attach additional files after you have
hit the Submit button.
Review of applications will begin
July 16, 2021
Grade L Non-exempt
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.
Smith College is an Affirmative Action/Equal Opportunity employer
and does not discriminate on the basis of race, gender, age, color,
religion, national origin, disability, sexual orientation, gender
identity and expression or veteran status in the recruitment and
employment of faculty and staff, and the operation of any of its
programs and activities, as specified by all applicable laws and
regulations. Women, minorities, veterans and individuals with
disabilities are encouraged to apply.