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Events Coordinator

Smith College
Smith College

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

If you have any questions about the position or our application process, reach out to us at

School for Social WorkJob Description

The Events Coordinator plays a critical role in the support of all Professional Education programs.The Coordinator will be responsible for overseeing the detailed logistics of PE webinars, seminars, certificates, technical assistance programs and special events. The coordinator creates, oversees and tracks events; staying abreast of all continuing education regulatory requirements and ensuring all events stay in compliance; providing administrative support and coordination of departmental programming; timely and effective communication as required with students, faculty and/or program alumni. The ideal candidate will be creative, organized and solution oriented. The candidate should have a demonstrated professional and personal commitment to SSW’s five guiding principles and be able to take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

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

Conference Planning and Event Management. (20%)

  • Build events in Blackthorn and Cvent

  • Host events as the public face of the department in conjunction with the Director

Other tasks include but are not limited to:

  • Research, identify and interview potential presenters

  • Write instructor contracts and manage invoicing and payment of instructors.

  • Create all event handouts and review course materials.

  • Draft evaluations and build post tests using Qualtrics

  • Work with the Director and the Office of Communications to publicize conference and other events,

  • Enter event financials into workday.

Manage Program Logistics (20%)

  • For in person events, serve as a point person to manage room setup and troubleshooting

  • Order tech assistance and equipment for on campus events

  • Reserve rooms in 25 Live

  • Overseeing hotel block bookings and campus room reservations

  • Coordinate logistics at off campus trainings, some travel may be required

  • Place and manage catering orders and food delivery.

  • Maintain required course pre-registrations, registrations, payments, student evaluations, course information, files and records;

  • Follow up on unpaid balances of course enrollments

  • Prepare information to facilitate reporting and granting of licensures, certifications, and Continuing Education Units to appropriate stakeholders and agencies

Ensure Compliance with Continuing Education Regulations (20%)

  • Complete CE applications and renewals

  • Ensure PE events meet the regulations for continuing education in such areas as copyright, certificate tracking, instructor qualifications and licensure, evaluation information, bibliography and approved topics and more.

  • Work with student workers to make sure credits are recorded in Banner or other systems of record.

  • Review course materials with presenters to ensure that they meet requirements.

  • Coordinate with our psychology vendor to award those credits.

Faculty/Student Registration, Onboarding and Support (20%)

  • Tasks include but are not limited to:

  • Preparing and providing onboarding materials (parking passes, name tags and tent cards, contact information, campus maps)

  • Work with a team student workers to create list of certificate program graduates and enter into Banner as Alumni

  • Facilitate a positive onboarding experience for students and faculty by demonstrating excellent customer service skills and other departments within the School of Social Work.

Online course support (10%)

  • Build Smith Online Courses

  • Edit webinar videos

  • Create CE Certificates for Online courses

Other Administrative Support (5%)

  • Tasks include but are not limited to:

  • Maintain digital database for direct mailings, electronic contact lists and follow-up contacts

  • Request copyright clearance and order books for classes

  • Ensure APA formatting in PE materials

  • Coordinate proactively and positively with other Smith College departments such as the Event Management Office, the Office of Non-Degree Programs, Catering, Accounts Payable and IT among others, as well as with faculty and other departments within the School of Social Work.

Other Task as Assigned (5%)

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

  • Bachelor’s degree plus 1-3 years of relevant experience and/or an equivalent combination of education and experience.

  • Experience working with individuals from diverse backgrounds

  • Knowledge and experience in support of the School’s Five Principles

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

  • Knowledge of Microsoft word, G suite products, zoom, Microsoft Office and Banner are required

  • Experience producing and running events

  • Experience in higher education, career advising and/or event planning.


  • Must possess strong organizational skills, attention to detail, critical thinking skills, prioritize work effectively, take initiative and solve problems.

  • Able to provide excellent customer service while interacting effectively with a diverse population including alumni, students, faculty, staff and outside vendors.

  • Have strong writing and communication skills

  • Diplomatic, self-aware, ability to use data and feedback for continuous improvement

  • Must be able to maintain confidentiality, work under pressure and be flexible.

  • Some travel is required and work in evenings and weekends.

  • Ability to bring the School’s Five Principles to all areas of their work

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Smith College is committee to the values of diversity, inclusion and equity and the work it takes to enact them and we hope you will join us in that commitment.

Additionally, we offer exceptional benefits, many available starting on the first day of employment:

  • Blue Cross Blue Shield affordable, low-deductible medical insurance

  • Low to no-cost Dental, Vision, and Life insurance options

  • Generous Paid Holidays and time off

  • A Retirement plan with a 9% Employer funded annual contribution

  • Tuition Benefits with family offerings.

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

January 30, 2023

Compensation Grade:

Grade M Non-exempt

Position Type:


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

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.


Working at Smith College 

Founded in 1871, Smith College is the nation's largest liberal arts college for women. The reputation of the College as one of the finest in the country holds strong because of the dedicated work of our staff, faculty, and administration. We are a diverse group bringing to our community different talents, perspectives, and experiences. Our strength arises from this diversity and is sustained by a community value of providing an outstanding educational environment for our nearly 2,700 students. Smith College is located in Northampton, a lively town of 30,000 in the Connecticut River valley of western Massachusetts.

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