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

Alumnae Relations & DevelopmentJob Description

Job Summary

Provide administrative support to a group of frontline fundraisers in collaboration with the Major and Principal Gifts Administrative Coordinator. Support gift officers with prospect portfolio management tracking, travel preparation and expense reimbursements, gift document preparation, call reports and donor correspondence. Serve as back-up to Major and Principal Gifts Administrative Coordinator responsibilities for departmental budgets, purchases and expense reconciliations, and support of the Director of Major Gifts.

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

Gift Officer Administrative Support (65%):

• Provide administrative support to four leadership and major gift officers including running reports, organizing and mailing materials, updating portfolio assignments and gift opportunities, assisting with calendaring and meeting preparations, submitting travel expense reports and documentation, keeping database entries accurate and up-to-date.

• Serve as back-up to the Principal and Major Gifts Administrative Coordinator to assist as needed and cover those duties when schedule dictates.

• Collaborate with the Development Program Specialist on needs related to leadership gift officers and the goals of the leadership level giving to the Smith Fund.

• Be familiar with gift acceptance policy and procedures to advise and assist gift officers in closing gifts with speed and efficiency. Prepare gift documents using approved templates. Assist in securing signatures and assure donor correspondence is timely and accurate. Alert Donor Relations to any customized stewardship required and follow-up as needed to assure it is accomplished.

• Triage telephone calls, emails and office visits with high service orientation and minimal delay.

Eventand Communication Administrative Support (27%):

• Serve as the team’s primary event organizer for small prospect-related events not overseen by the Events office. Screen and reserve appropriate locations, make logistical and refreshment arrangements, negotiate contracts, payment and guarantee numbers, arrange for materials and gifts, prepare gift officer for on-site supervision. When college president or other college leadership is involved, collaborate with their office staff to assure event briefings and remarks are provided in advance, travel arrangements are made and their expectations are met.

• Serve as the office’s primary liaison to the Communications, Donor Relations and Events office with event invitation lists and attendance tracking, stewardship reports and recognition lists, promotional materials and publications. Keep all collateral material up-to-date and in good supply. Manage supply and selection of donor gifts available to gift officers. Manage office supplies.

Other duties (8%):

• Collaborate across Alumnae Relations and Development to help achieve departmental goals and institutional priorities. Back up or assist other staff needs as necessary. Serve on committees, assist in planning and executing department events/celebrations/programs (such as boot camp, holiday events, summer enrichment events) when requested.

• Participate in departmental training, college-wide programming and other initiatives to understand the college and its history, values, priorities and constituencies.

• Maintain strict confidentiality, exercise diplomacy, good judgment.Maintain professional appearance and demeanor.

• Perform related duties as assigned.

Other Functions

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)

High school diploma or equivalent, and three years of relevant experience or an equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.

Skills

• Advanced experience with Microsoft Office (Word, Excel, PowerPoint,.

• Accurate data entry experience in fundraising system/s

• Ability to work as an effective and collaborative team member and to manage projects and workload independently.

• Ability to work proactively with multiple gift officers, prioritizing a range of projects and deadlines in a fast-paced environment.

• Strong organizational and problem-solving skills.

• Superb attention to detail and commitment to accuracy

• Excellent interpersonal and communication skills and professional demeanor.

• Must be trustworthy with highly confidential information and maintain unquestionable professional integrity.

ALMDEV

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

February 14, 2023

Compensation Grade:

Grade N Non-exempt

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.

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 recruiting-u@smith.edu.

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.