Administrative Assistant

Job description

Position Summary:

Provide administrative support for the Office of Alumnae Relations with a specific focus on reunions, classes, and alumnae clubs programming. Support alumnae programs, events, and communications, with an emphasis on reunion-related duties from January through June.

Duties and Responsibilities:

Provide proactive customer service to Smith’s diverse alumnae population around the globe via on-campus interactions, online resources, and data support.  Serve as a member of the Alumnae Relations team focused on engaging Smith’s alumnae through a signature reunion program, alumnae clubs in regions across the US and the world, and through their class affiliations.

Generate class and club lists, and current student lists utilizing a set of data systems and tools, including Banner, Cognos and Salesforce. Run various reports for staff and alumnae volunteers. Manage multiple internal online/digital reunion resources. Process event requests/reservations using 25Live.

Coordinate data and other requests for classes, clubs, outside vendors, designers, printers, and mail houses. Proofread copy and correspond with outside vendors on class and club newsletters (print and broadcast emails). Edit/maintain online resources. Monitor and manage “alumclub” email account and the clubs online calendar.

Code class and club volunteers.  Request and process annual and financial reports from clubs and classes. Respond to general correspondence/emails/phone calls with class and club officers and other alumnae.

Provide support for class, club and reunion events. Process expense reimbursements, accounts payable, faculty speaker requests, and assist faculty traveling for OAR events with travel arrangements and reimbursements.

Provide general administrative support for the Office of Alumnae Relations such as scheduling and meeting arrangements, ordering of supplies, processing of expenses, and maintenance of MFD. Submit work orders and ITS service requests. Submit catering requests and work with external caterers. Back up or assist other staff needs within the Office of Alumnae Relations Provide and provide other administrative support duties for as needed.


Education/Experience: High school diploma plus 1-3 years relevant administrative experience, or an equivalent combination of education and experience. Must be able to work overtime occasionally throughout the year, as needed in April and May, and work during the two Reunion weekends in May.

Skills:  Ability to work as a team member and also independently on projects. Excellent interpersonal, communication and customer service skills. Advanced experience with Microsoft Office (Word, Excel, PowerPoint, Access). Experience with database management preferred and a great attention to detail required. Ability to take initiative and solve problems, work proactively on multiple tasks, prioritizing a range of projects and deadlines in a fast-paced environment.   Must interact effectively with a diverse population including alumnae, students, faculty, colleagues, and vendors. Must be able to handle confidential information. work under pressure and remain flexible.

Additional Information:

Smith College is an EO/AA/Vet/Disability employer.




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Job No:
Posted: 12/5/2018
Application Due: 2/3/2019
Work Type: