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 President’s office. This position is responsible for the successful execution of the college’s most visible events for alumni 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.
Event Coordination (55%)
Accountable for helping to drive the strategy and creative development (including programming/flow, messaging objectives, audience targeting and event program design), communications and invitation plan, management of resources, and program benchmarking with partners from the Office of Advancement.
Engage campus partners in developing event strategy and planning, provide oversight to creation of calendars/timelines, and oversight and review of the invitation process. Maintain close working relationships with various offices (e.g., Marketing and Communications, Office of Admissions, Office of the President, etc.) and with all offices related to Advancement to ensure events are effectively integrated with broader HWS activities.
Responsible for establishing and monitoring budgetary needs and restrictions for Advancement 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.
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 is done.
Volunteer Coordination (40%)
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.
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.
Department Coordination 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.
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. This position description is not all-inclusive as other tasks or responsibilities may be assigned.
Experience working in higher education event management, advertising and/or corporate communications preferred. Experience in events management or a related field highly 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 travel on behalf of the College, work evenings and weekends, and maintain visibility with our alumni population, and to participate regularly in alumni events and activities.
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
Hobart and William Smith Colleges are a future-focused liberal arts and sciences institution led by a faculty of accessible teacher/scholars known for the impact of their research and distinguished by the depth of their mentorship. Founded as two institutions - Hobart for men and William Smith for women - today's Colleges enjoy the exponential benefits of shared resources and combined spirit. Both maintain their own traditions, deans and athletic programs but together share a single administration, faculty, campus and curriculum. Located in Geneva, N.Y., a small, diverse city in the Finger Lakes Region of New York, the Colleges have an enrollment of approximately 1,800 students, and offer undergraduate, pre-professional and graduate programs. Students complement broad, interdisciplinary study with hands-on learning experiences made possible by a constellation of centers for experience, action and thought.