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Alumnae Relations Specialist

Smith College
Massachusetts, United States
Salary Not Specified
Closing date
Sep 14, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Alumni Affairs, Executive, Executive Directors
Employment Type
Full Time
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Job Details

Alumnae Relations & Development Job Description

Job Summary

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 assigned.

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

Departmental Administrative support​: 40%

  • 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 formats.

  • 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 payments.

  • 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 administrative priorities.

Alumnae Association of Smith College Board Support: 35%

  • 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 needs.

  • 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 meetings.

  • 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, trustee reports.)

Student Initiatives / Reunion Student Worker Program: 20%

  • Provide support to student workers, including the reunion student worker program.

  • Supervise student workers as needed to support OAR projects.

  • 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.

Other Functions 5%

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 environment.

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 backgrounds.


  • 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 problems.

  • 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 video conferencing.

  • 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

Compensation Grade:

Grade L Non-exempt

Position Type:


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.

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