Senior Operations Coordinator, Alumnae Engagement & Volunteer Leadership

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

Alumnae Relations & Development

Job Summary

Provide comprehensive administrative support to the AVP of Alumnae Relations/ Executive Director of the AASC. Lead the administrative planning and activity/event coordination associated with the Alumnae Association of Smith College (AASC) Board of Directors + their subcommittees (Nominating Committee) and the Medal Committee, two of ARD's primary Leadership volunteer groups. In support of the AASC Executive Director, plan, prepare for and implement all virtual and in-person meetings of the AASC Board of Directors and its subcommittees, and the Medal Committee.

Prepare and/or edit relevant documentation such as rosters, meeting agendas and other support materials. Maintain shared drive organization in support of alum leadership groups and staff stakeholders. Support alums in these groups with their needs and travel plans to campus, or to ambassadorship opportunities. Serve as the administrative liaison between the President's Office and the Office of Alumnae Relations with regard to all OAR programming in which the President participates (including the AASC board meetings, class reunion events, Ivy Day and the Alumnae Gathering.)

Serve as the tactical lead on team-wide faculty stewardship and AASC-originated volunteer stewardship. Support general administration for the team as needed including implementation of programming, management of data, preparation of materials, event logistics, financial reconciliation, and other projects as assigned.

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

Internal Administrative Support

• Seasonal support of reunion-related administration.
• Liaise with the Executive Assistant for Advancement to ensure continuity in the administration of details related to VIP constituencies and the President's Office.
• Work with the Executive Director and other members of the alumnae relations team to provide strategic administrative support in the planning and implementation of events and programs both on and off-campus and virtually.
• Work with team members across OAR as the administrative liaison between the President's Office and the Office of Alumnae Relations with regard to all OAR programming in which the President participates (including the AASC board meetings, class reunion events, Ivy Day and the Alumnae Gathering.)
• Provide tactical leadership on administration related to faculty stewardship and AASC-originated volunteer stewardship.
• Facilitate communication and partnerships between members of the Alumnae Relations team and other Alumnae Relations & Development staff who support AR projects via email communication, website maintenance, data and reporting, and virtual meeting formats.
• Conduct or delegate key administrative tasks including, but not limited to: provide on-site logistical coordination and staffing for events. Schedule events, rooms and catering through 25
  
  Live; 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 Linked In groups; organize and lead webinars; process A/P vouchers and reconcile payments.
• Work with the Executive Director to track and manage budget and expenses within the VP cost center and the AASC Board cost center; support the collection of budgetary updates from across the AR team.

External Administrative Support

• Proactively support members of the AASC Board of Directors. Support their successful…