Program Assistant

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

Job Description

Job Summary

Provide technical, administrative, and programmatic support to the Class Engagement and Annual Support team. Support class officers and fundraising volunteers, including training, report generation, data entry, scheduling and participation on Zoom meetings, and mass mailings. Utilize Smith’s databases and systems on a daily basis, including Banner, Salesforce, Cognos, Google mail, Workday and other specialized software. Answer the unit’s main phone line and manage the unit’s proxy email accounts.

There are two positions open for this role. This role is approved for a hybrid work schedule.

Essential Functions

Administrative and Technical Support (80%)

• Responsibilities include querying of the Banner database and Salesforce CRM, running and tailoring engagement and giving reports, fielding volunteer questions and fulfilling their reporting needs, communicating with alumnae volunteers across all age groups, compiling statistics used in setting class fundraising goals, data entry of engagement and giving-related information, answering constituent inquiries, preparing frequent and detailed correspondence and spreadsheets, scheduling and supporting Zoom meetings and webinars, and compiling and sending mass print and electronic mailings.
  
  
• Answer the unit’s main phone line, check and respond daily to voice mail messages, and check and respond daily to emails to the proxy email accounts.
  
  
• Prepare and email reports for fundraising staff. Process transactions to and from class treasuries.
  
  
• Support class volunteer election processes by collecting class election slates and/or supporting online systems for this task; code elected and recruited volunteers in Banner.
  
  
• Hire, manage and oversee payroll for student workers for the unit.
  
  
• Preparing fundraising appeals as requested by the Director.
  
  
• Schedule team meetings and take meeting notes.
  
  
• Act as back-up to the Gift Accounting team to aid in the timely processing of gifts as generated at year-end crunch periods as requested.
  
  

Programmatic Support (20%)

• Support the Assistant Director who manages the In Memoriam program, including outreach to volunteers, data entry, report generation, emailed and paper mailings.
  
  
• Contribute to discussions affecting alumnae engagement and annual giving priorities.
  
  
• Keep informed about ongoing Smith initiatives.
  
  
• Provide coverage for other staff as necessary.
  
  
• Perform related duties as required.
  
  
• Assist in all Reunion-related activities and events.
  
  
• Responsibilities include the coordination and preparation of donor recognition items including donor posters for class headquarters, thank you items for leadership level donors, and special recognition for Smith Stars.
  
  
• Staff the two weekend events as required. Assist with logistical elements of departmental events, including reunion and in-person training/conferences.
  
  

Minimum Qualifications

• High school diploma or equivalent, with three years of relevant experience and/or an equivalent combination of education and/or experience.
  
  
• Associate’s degree preferred.
  
  

Skills

• The ability to effectively and efficiently execute several key projects simultaneously.
  
  
• Strong attention to detail and accuracy.
  
  
• Ability to meet firm deadlines and to handle the pressure of a fast-paced work environment.
  
  
• Excellent organizational, interpersonal and communication skills with the ability to successfully interact with people of all backgrounds.
  
  
• Strong customer service orientation.
  
  
• Ability to collaborate and work well with others toward successful results.
  
  
• Occasional evening and weekend work required.
  
  
• Very high level of computer literacy, including ability to query databases, utilize CRM tools and run results through corresponding reports.
  
  
• Must be able to follow established protocols to access and enter confidential data into Smith’s fundraising database.
  
  
• Highly proficient in word processing and spreadsheet skills, including mail merges and merging data from multiple spreadsheets.
  
  
• Navigate the web as a resource.
  
  

ALMDEV

Please attach/upload a current resume and cover letter in order for your application to be considered for this position.

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.

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.