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 Alumnae Engagement Director to plan, and prepare for and follow-up on AASC board meetings and conference calls; implement programming including, data management, materials prep, event logistics, financial reconciliation; and other projects as assigned.
Duties and Responsibilities:
Alumnae Events and Programs (35%): Work with the Director and other members of the alumnae engagement team to implement events and programs for alumnae both on and off-campus. As required, 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 CareerBeam and LinkedIn groups; organize and lead webinars; process A/P vouchers and reconcile payments in TouchNet.
AASC Board Support: Proactively support members of the AASC Board of Directors, including on-campus meetings, regular phone and email contact with the president, officers and committees. Respond to board member requests. Assist with the organization and scheduling of board meetings and monthly phone calls, including the preparation of all meeting materials and collateral information. 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 trustees. Monitor Board budget; process all reimbursement vouchers and invoices charged to the board budget.
Student Initiatives / Reunion Student Worker Program: Provide support to the reunion student worker program, including updating job descriptions, booking training space and scheduling 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: Participate in team meetings, task forces and committees as required. Back up other staff needs as necessary. Perform related duties as required.
Education/Experience: Associate's degree plus 2-4 years of relevant experience and/or an equivalent combination of education and experience.
Skills: Excellent verbal and written communication skills. Excellent computer skills, especially database management 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. 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, Banner, SalesForce and Zoom.
Smith College is an EO/AA/Vet/Disability Employer