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Hobart and William Smith Colleges Assistant/Associate Director, Alumni and Alumnae Relations in Geneva, New York

The Assistant/Associate Director, Alumni and Alumnae Relations plays a vital role in ensuring that our alumni and alumnae no matter where they live or who they are, feel pride in Hobart and William Smith, and the caliber and value of a liberal arts education. Under the direction of the Director of Alumni and Alumnae Relations, oversee and engage volunteer partners and successfully execute the signature events hosted by the Colleges, i.e. Reunion Weekend, Homecoming Weekend, Regional Holiday events, 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 execution of the college’s most visible events for alums and the broader HWS community. This position strategically collaborates, supports and advises colleagues and volunteers to develop and execute events and targeted programming that builds awareness of the impact of Hobart and William Smith Colleges on the communities it serves as well as engage and stewards the donors and volunteers that support it.

Essential Responsibilities:

Event Management and Coordination (55%)

  • Create and implement a comprehensive vision and goals 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 event strategy and planning; provide oversight in the creation of calendars/timelines, communications, oversight, and review of the invitation process. Engage volunteers in event planning and activities; set up and guide event-related meetings, including 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 establishing and monitoring budgetary needs and restrictions for the events for which this position serves as an advisor and manager.

  • Develops methods and processes to accomplish advancement goals, and identifies opportunities to improve existing events.

  • Works to maximize marketing opportunities through events and strategic programming to enhance the Colleges 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.

  • Supports oversight of integrated event development teams, guides staffing assignments for events, conducts event preparation briefings, and develops all related materials for effective staffing.

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

  • Guide and participate in 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 analysis are completed.

Volunteer Management and Support (30%)

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

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

Department Management and Support (5%)

  • Serve as contact for alum inquiries, requests, and concerns related to the Colleges and regional event activities.

  • Handle routine office communications related to campus initiatives.

  • In the absence of the 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.

  • Bachelor's degree required.

  • At least 3 years’ experience with large-scale, complex event management experience 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 evenings and weekends, and maintain visibility with our alumni population, and to participate regularly in alumni events and activities.

  • Valid Driver’s license required.

  • Possess strong communication skills and be willing to take initiative

  • Strong customer service orientation; positive, helpful, resourceful

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

  • Highly reliable, flexible and adaptable

Review of applications will begin immediately and continue until the position is filled. Interested applicants are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references to our application service, Interfolio (utilizing the Apply link on the right).

Background an MVR check required.

If you have a question or need help on uploading your application materials, please contact Interfolio's support team at or call 1-877-997-8807 between the hours of 9:00 a.m. through 6 p.m., EST, Monday through Friday.


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.