Administrative Coordinator

If you have any questions about the position or our application process, reach out to us at [email protected].

Job Description

Job Summary

Provide administrative support across the Alumnae Relations team, toward the deeper engagement and investment of Smith’s alumnae. Provide wide-ranging support including coordination of emails on behalf of staff and volunteers, coordination with Gifts and Records to ensure that we are doing all that is possible to collect valid alum data for our records, running reports and providing data as needed to staff and volunteer partners. Support the implementation of virtual and in-person programming including, web conferencing logistics and management, data management, materials prep, event logistics, financial reconciliation, data entry; and other projects as assigned. Provide seasonal reunion administration, and seasonal support of reunion implementation.
 

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

Data and Technology (25%):

• Partner with the Gifts and Records team to ensure that alum data updates are appropriately forwarded on from OAR.
• Responsible for ensuring the collection/preparation/entry of participant data to help us better track alum participation in engagement activities.
• Run reports as requested by staff or key alum volunteers
• Provide administrative support to the buildout and launch of reunion registration each year
• Support Reunion Student Worker program with the use of their scheduling platform

Communications and Customer Service (25%):

• Respond to alum inquiries
• Provide customer service support particularly in relation to reunion registration
• Partner with staff on other teams to send emails on behalf of team members and volunteers.
• Social media outreach; approve LinkedIn groups or otherwise verify alum status as appropriate

Events (25%):

• Create event registrations/invitations; track responses and manage communication with registrants
• Schedule events, rooms and catering
• Coordinate travel and logistics for staff and alumnae; research and reserve venues and off-site catering
• Coordinate materials prep for conferences and career events
• Support event promotion/registration via email, social media platforms
• Provide on-site logistical coordination and staffing for in-person events on campus
• Provide full web conferencing support from event invitations to event implementation and moderation
• General Administrative Support (20%)
• Schedule, support, and attend team meetings
• Support maintenance of team file organization on Google drive and network drive
• Process A/P vouchers and reconcile payments, other bookkeeping support as requested

Other duties (5%):

• Participate in team meetings, task forces and committees as required.
• Back up other staff needs as necessary.
• Perform related duties as required.

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 plus 2-4 years of relevant experience and/or an equivalent combination of education and experience.
• Experience working with individuals from diverse backgrounds.

Preferred Qualifications:

• Associate's degree preferred.

Skills:

• Excellent verbal and written communication skills.
• Excellent computer skills, especially data entry 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.
• Must be comfortable with technology and willing to learn emerging technologies as necessary.
• Proficient use of Microsoft Office (Word, Excel, PowerPoint), fundraising database or similar, and web conferencing software.

Additional Information:

• Willingness to work occasional overtime with evenings and weekends (approximately 5 weekends per year).

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You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

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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 [email protected].

As set forth in our mission and values, Smith College is committed to promoting a culture of  equity and inclusion among students, staff and faculty.  The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.