Senior Operations Coordinator, Alumnae Engagement & Volunteer Leadership

Smith College•College Place, WA

10d•$27 - $33•Onsite

About The Position

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.

Requirements

Associate's Degree and 1-5 years experience and/or an equivalent combination of education and expereince
Strong organizational skills and strong attention to detail
Able to prioritize work effectively, take initiative and solve problems.
Strong technology skills.
Ability to maintain strict confidentiality, exercise diplomacy and good judgment with all college constituents.
Able to provide excellent customer service while interacting effectively with a diverse population including alumnae, students, faculty, staff and outside vendors.
Ability to work collaboratively as a team member and to manage projects and workload independently.
Strong commitment to accuracy
Excellent interpersonal, communication skills and professional demeanor.
Commitment to professional development and cultural values.

Nice To Haves

Higher Education, Volunteer support
Experience with Microsoft, Google Suite, Salesforce, and Zoom is preferred.

Responsibilities

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.
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 leadership 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.
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.
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.
Provide strategic administrative support in the planning and implementation of events and programs both on and off-campus and virtually.
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 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 LinkedIn groups; organize and lead webinars; process A/P vouchers and reconcile payments.
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.
Proactively support members of the AASC Board of Directors. Support their successful communication, board culture and function by performing strategic administrative tasks at a high level.
Maintain communications with the board, produce regular messages including digests of campus news and communications, support board members and sub-committees with their administrative needs.
Support volunteer leaders and their meetings by preparing agendas, preparing speakers, producing pre-meeting and in-meeting materials and resources.
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 leadership volunteer meetings, including minutes and reports.
Create and maintain accurate contact records (addresses, employment, etc.) and bios for all current and former directors in the database and in Board materials.
Monitor related budgets; process all reimbursement vouchers and invoices charged to the board budget.
Regular phone and email contact with the president, officers and committees. Respond to board member requests.
Assist with the organization and scheduling of meetings as needed, including the preparation of all meeting materials and information.
Maintain yearly AASC, Nominating Committee and Medal Committee calendars and support the Executive Director to fulfill related deliverables (quarterly budget reports, trustee reports.)
Support the Assistant Director of Alumnae Leadership and Career Engagement with administrative tasks related to the Reunion Student Program including budget management and financial reconciliation, student payroll, space reservation, account administration of the scheduling platform, update training materials, tabling and program promotion, email communication to potential applicants, ordering of all supplies, coordination of deliveries and setup of the Reunion Student Program headquarters.
Serve as one of two primary supervisors of RSP during the two-week run of the Reunion Student Program; Supervise student leads in the RSP program.
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.