Assistant Director for Reunions

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

Job Summary

Deliver a best in class reunion experience for Smith College’s 2,000 alums.

Lead development of reunion programs with input from Reunion class volunteers and the Class Engagement and Annual Support team, and guidance from the Executive Director. Collaborate with campus partners to lead the planning, development and implementation of the reunion infrastructure, including campus housing, space use plan, dining plan, virtual enhancements, and student worker program. Develop and manage a nuanced project work plan, task list and timeline for all Reunion-related work, communications and collateral; manage accountability of program partners.

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

Reunion planning, project management and implementation (65%)

• With the Executive Director of the AASC, envision the college’s in-person and virtual reunion offerings to best fulfill and engage Smith’s alum community.
  
  
• Lead reunion planning meetings with internal and external partners.
  
  
• Manage accountability on all reunion tasks and communication with collaborators via a project management tool.
  
  
• Develop and supervise staff work plan for the implementation of reunion.
  
  
• Working closely with the Executive Director, Co-lead Reunion class volunteers in their effective planning of reunion through participation in regular conferences, zoom meetings, and through the production of resource materials.
  
  
• Collaborate with campus partners to lead the identification and coordination of campus housing, use of event space, and creative plans for guest dining.
  
  
• Co-lead the development, rollout, maintenance and data management of reunion support systems including but not limited to registration, housing, events apps, etc.; partnering with member of the Advancement Services team as assigned.
  
  
• Manage communication, coordination and implementation support of all reunion program speakers.
  
  
• Develop and manage the reunion budget.
  
  
• Lead coordination, contracting and payment of all vendors.
  
  
• Lead site planning for the reunion event with campus partners.
  
  
• Lead virtual program planning with campus partners such as IT, College Relations, ARD staff and faculty/staff speakers.
  
  
• Lead campus transportation planning for the reunion event with campus partners.
  
  
• Evaluate reunion with staff and attendees; use results to propose refinements to offerings and processes.
  
  

Reunion communications and materials (10%)

• Serve as the primary contact for volunteers, staff, and external audiences for all things related to Reunion.
  
  
• Develop and lead the annual reunion communications plan which includes production of all digital and printed material used leading up to and during reunion.
  
  
• Serve as lead contact with campus and departmental partners on the development and implementation of the reunion communications plan from preliminary emails to volunteers, to the event website or virtual attendee hub, to event invitations/registration, to materials used during the event – both digitally and in print.
  
  

Alumnae Engagement (10%)

• Develop and implement reunion volunteer materials and training for presidents and Reunion Chairs at multiple points between reunion cycles, in consultation with the Executive Director and the Class Engagement team.
  
  
• Supports class engagement team with their volunteer management efforts and the resulting reunion planning.
  
  
• Provide technical assistance and training to Reunion Chairs.
  
  
• Advise classes on program ideas and issues.
  
  
• With the Class Engagement and Annual Support team, develop and implement strategic plans for the enhancement of class programs and activities between reunions.
  
  

Supervision and staff partnerships (10%)

• Direct the administrative work of the Alumnae Relations Specialist and Alumnae Relations Coordinator in support of reunion planning and implementation.
  
  
• Assess capacity and need for additional labor support from student workers, casual or temporary employees.
  
  
• Plan for and provide leadership to the reunion registration customer service team.
  
  
• Lead the Reunion Student Worker Program; supervise its planning and implementation with support from the OAR admin team, specifically the Alumnae Relations Specialist.
  
  

Other Functions

Other duties as assigned by the Executive Director of the AASC and Regional Networks (5%):

• Represent the Executive Director, OAR team or ARD division as necessary.
  
  
• Pro-actively make recommendations for improvements of related policies, practices and procedures as relates to reunion planning.
  
  
• Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming environment for fellow staff and for alums of the College.
  
  
• Other duties as assigned.
  
  

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 years of relevant experience and/or an equivalent combination of education and experience with event management.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Experience in higher education and alumni relations is preferred. Experience with volunteer management is preferred.

Skills

• The ability to effectively and efficiently develop, execute, and manage several key projects simultaneously.
  
  
• Demonstrated strong administrative, leadership, and communication skills.
  
  
• Excellent interpersonal skills and ability to effectively interact with people of all backgrounds.
  
  
• In-person and digital event-planning experience. Experience with volunteers is preferred.
  
  
• Must possess sound judgment, creativity, and vision which harnesses the energy and ideas of many, coalescing them into a seamless finished product which serves to connect alumnae to Smith and to one another.
  
  

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

November 29, 2021

Compensation Grade:

Grade I

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.