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Hobart and William Smith Colleges Assistant Director of Alumni & Alumnae Relations - Campus Programming in Geneva, New York

The Assistant Director, Alumni and Alumnae Relations – Campus Programming plays a vital role in ensuring that our alumni and alumnae feel pride in Hobart and William Smith. Under the direction of the Executive Director of Alumni and Alumnae Relations, oversee and engage volunteer partners and successfully execute the signature campus events hosted by the Colleges, i.e. Reunion Weekend, Homecoming and Family Weekend, affinity reunions, etc. These highly visible strategic events-based experiences target a variety of audiences served by the Office of Alumni and Alumnae Relations, the Advancement team, and the President’s office. This position is responsible for the successful planning and execution of the Colleges’ most visible campus events for alums and the broader HWS community. This position strategically collaborates with, and supports and advises colleagues and volunteers to develop and execute events and targeted programming that builds awareness of the impact of HWS as well as engaging and stewarding the donors and volunteers who support it.

Essential Responsibilities:

Event Management and Coordination (55%)

  • Work with supervisor to create and implement a comprehensive goal for on-campus events to ensure the experience brings attendees closer to the institution

  • Provide leadership and supervision in the planning and execution of Reunion Weekend, Homecoming and Family Weekend, etc.

  • Coordinate all post-event follow-up including external and internal communications, data collection and analysis.

  • Engage campus partners in developing effective event strategies by providing oversight of the creation of: calendars/timelines, communication calendars, oversight and implementations of the invitation process.

  • Engage volunteers in event planning and activities; set up and guide event-related meetings, including training and debriefings; work in partnership with the campus community, affinity volunteers, class volunteers, office of Advancement, President’s office, etc. to establish an annual plan for on-campus events with goals, deliverables, and the timeline for each overall effort.

  • Responsible for working within and maintaining an established budget for the events for which this position serves as an advisor and manager.

  • Develop and document processes to accomplish advancement goals, and identify opportunities to improve existing event processes.

  • Works to maximize marketing opportunities through events and strategic programming to enhance the HWS brand and external reputation.

  • Partners with Conferences and Events on the logistics and implementation of key events and functions sponsored by the Office of Advancement – Reunion Weekend, Homecoming and Family Weekend, etc.

  • Provide oversight of integrated event development teams, determines staffing assignments for events, create and conduct event briefings, and develop all related materials for effective staffing.

  • Research, negotiate, select and maintains relationships with vendors to ensure effective, high-quality implementation of events that meet set budget.

  • Guide and participate in campus event-related meetings, including debriefings.

  • Ensure that procedures are in place and implemented for recording event attendance in Raiser’s Edge, and that reporting, evaluation and data analysis are completed.

    Volunteer Management and Support ( 30%)

  • Oversee the efforts of volunteer committees as required (e.g. reunion class volunteers), including: identifying and recruiting members, providing volunteers with strategy, training and support, meeting with them regularly either by phone, zoom or in person, providing regular updates and ensuring proper recognition of volunteers.

  • Engage with volunteers as part of affinity engagement events, including but not limited to athletics, Greek life, etc.

  • Prepare and distribute reports on a regular basis to update volunteers and staff on results of activities.

  • Ensure volunteer participants are coded in Raiser’s Edge, and where appropriate, recommended and connect volunteers to other advancement roles.

    Alumni, Alumnae, Student, and Parent Engagement ( 10%)

    · Work with Advancement colleagues to develop, support, and coordinate campus programming to involve current students in alumni and alumnae activities in order to promote greater awareness among students of the benefits, traditions, and opportunities available through the alumni and alumnae community.

    Department Management and Support (5%)

  • Serve as a contact for alumni and alumnae inquiries, requests, and concerns related to the Colleges and on-campus event activities.

  • Handle routine office communications related to campus initiatives.

    · In the absence of the Executive Director of Alumni and Alumnae Relations, respond to routine questions, and whenever able, assist with issues as they arise.

    Other Information:

    · This is a full-time, 12-month, benefits-eligible administrative position.

    · Normal campus office hours of work are 8:30 a.m. to 5:00 p.m. during the academic year with a possible shortened workweek during the scheduled summer hours.

    · The benefits package includes but is not limited to: 20 days of vacation each year; 10 paid holidays; medical, dental, and vision insurances; long-term disability coverage; life insurance; and retirement benefits.

    · This position description is not all-inclusive; as other tasks or responsibilities may be assigned.

    Annual salary is $58,656

    · Bachelor's degree required.

    · At least 3 years’ experience with large-scale, multifaceted, event management is required.

    · Experience working in higher education event management, advertising and/or corporate communications preferred.

    · Candidate must be highly organized, proactive, detail oriented, energetic, highly motivated, and creative.

    · Experience, and/or a clearly demonstrated aptitude for volunteer management is required. Excellent oral and written communication skills as well as interpersonal skills are required.

    · Candidate must be team-oriented, flexible and able to work under tight deadlines and manage multiple tasks at once.

    · Candidate must be able to lift 30 pounds and be comfortable with the physical demands of the job.

    · Must be able to work some evenings and weekends, and maintain visibility with our alumni population, and to participate regularly in campus alumni events and activities

    · Strong customer service orientation; positive, helpful, resourceful

    · Demonstrate an awareness of and sensitivity to unique social, cultural, and economic circumstances of others

    · Valid NYS Driver’s license

    · Highly reliable, flexible and adaptable

Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.

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