Alumnae Relations Coordinator

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

Alumnae Relations & Development Job Description

Make an Impact: Smith College is currently searching for an Alumnae Relations Coordinator. The office of Alumnae Relations serves Smith’s mission by deepening engagement with 53,000 alums through implementation of reunion, support of Smith clubs and volunteers, and support of alum career development. The work of our office is to engage the network of Smith alums across their lives.

At Smith, our team members learn and grow in an environment that provides access to groundbreaking events, speakers, and opportunities to make new memories and connections. Join a group of curious, creative, mission-oriented team members committed to working collaboratively to expand capabilities and enhance each other’s growth. Smith provides hybrid work options.

Job Summary

The alumnae relations coordinator provides broad administrative support toward the deeper engagement and investment of Smith’s alumnae; including coordination of emails on behalf of staff and volunteers, coordination with constituent partners to ensure the accuracy of alum data, running reports and providing documentation as needed to campus staff and volunteer partners. Support the implementation of virtual and in-person programming including, web conferencing logistics and management, data management, materials prep, event logistics, financial reconciliation, data entry; and other projects as assigned. Provide seasonal reunion administration and seasonal support for reunion implementation which will require evening and weekend hours.

Essential Functions

Data and technology (25%)

Responsible for ensuring the collection/preparation/entry of participant data to help us better track alum participation in engagement activities.

Partner with the Gifts and Records team to ensure that alum data updates are appropriately forwarded on from OAR.

Run reports as requested by staff or key alum volunteers

Provide administrative support to the buildout and launch of reunion registration each year

Support Reunion Student Worker scheduling using when2work platform

Communications and customer service (25 %)

Partner with staff on other teams to send emails on behalf of team members and volunteers.

Respond to alum inquiries

Provide customer service support particularly in relation to reunion registration

Social media outreach; approve LinkedIn groups or otherwise verify alum status as appropriate

Events (25%)

Create event registrations/invitations, track responses and manage communication with registrants

Schedule events, rooms and catering;

coordinate travel and logistics for staff and alumnae; research and reserve venues and off-site catering;

coordinate materials prep for conferences and career events;

support event promotion/registration via email, social media platforms.

provide on-site logistical coordination and staffing for in-person events on campus.

Provide full web conferencing support from event invitations to event implementation and moderation.

General Administrative support (20 %)

Schedule, support and attend team meetings

Support maintenance of team file organization on the Google Drive and shared drive.

process A/P vouchers and reconcile payments.

Other Functions

Other duties (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)

High school diploma plus 2-4 years of relevant experience and/or an equivalent combination of education and experience.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Associate's degree preferred.

Skills

Excellent verbal and written communication skills.

Excellent computer skills, especially data entry experience.

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.

Must be comfortable with technology and willing to learn emerging technologies as necessary.

Intermediate use of Microsoft Office (Excel, PowerPoint, Word), Google Suite (Google Drive, Google Sheets, Google Calendar), fundraising database or similar, and web conferencing software.

Additional Information

Willingness to work occasional overtime with evenings and weekends (approximately 5 weekends per year).

For the care and safety of our community, Smith College requires that all employees be vaccinated as a condition of employment and as such, the incumbent will be required to be immunized against COVID-19 on or before their first day of employment. Proof of vaccination status will be required. Individuals may seek medical or religious exemption with HR, but must do so prior to their arrival.

ALMDEV

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

Review of applications will begin

October 2, 2022

Compensation Grade:

Grade N Non-exempt

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 recruiting-u@smith.edu .

Diversity and a culture of inclusion among students, staff, faculty, and administration are crucial to the mission and values of Smith College. We are an Affirmative Action/Equal Opportunity employer and do not discriminate on the basis of race, gender, age, color, religions, 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.