Job Details

Administrative Assistant, Milestone Class Engagement

Position Number: 6376049
Location: Northampton, MA
Position Type: Alumni Associations and Services

Administrative Assistant, Milestone Class Engagement

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.
Alumnae Relations & DevelopmentJob Description

Job Summary

The Milestone Administrative Assistant serves as a foundational administrative support for the work of Class Engagement and Philanthropic Support at Smith College, with a focus on the Milestone Reunion Program. This role ensures the successful execution of mailings, reports, correspondence, briefings and proposals. The Milestone Administrative Assistant monitors the budget, supports expense reports completion and properly submits invoices. This role helps the team maximize performance by maintaining office supply inventory, monitoring equipment, scheduling meetings and spaces and supporting events. Comfort and facility with modern office technology is critical.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

#ALMDEV#

Essential Functions

Milestone Reunion Program Support (65%):

The Milestone Administrative Assistant supports the work of the Milestone Reunion Program team which focuses on class engagement and philanthropic support from alums in their 25th, 35th, 50th, and 60th reunion cycles. Responsibilities include running reports; answering constituent inquiries; preparing correspondence, documents and spreadsheets; providing logistical and follow up support for events; and utilizing constituent relationship management software to support work with individual donors.
Act as a superuser of departmental database and reporting tools.
Enter data, run reports, and prepare documents for milestone reunion program staff and class volunteers on a daily basis.
Create and produce customized lists, spreadsheets and reports for screening, strategy, cultivation, solicitation and stewardship purposes.
Build strong working relationships with colleagues across Alumnae Relations & Development, affiliated departments, and volunteers.
Keep informed about ongoing Smith initiatives.

Administrative Coordinator and Budget Support (30%):

The Milestone Administrative Assistant also supports the work of the full Class Engagement and Philanthropic Support team.
Responsibilities include creating and producing reports focusing on reunion fundraising and overall class fundraising.
Coordinating the departmental budget, processing expense reimbursements, payment of invoices, ordering supplies, and following up with vendors.
Run reports, answer constituent inquiries, prepare correspondence and spreadsheets, and compile monthly mailings.
Prepare expense reports and reimbursements for volunteers and assigned staff. Handle class treasury expense payments and deposits on behalf of class treasurers.
Assist with logistics and follow up for events.
Provide coverage for other Alumnae Relations & Development support staff, as necessary.
Perform related duties, as required.

Other Functions (5%):

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.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses):

High school diploma with three years or more relevant experience and/or an equivalent combination of education and/or experience.
Experience working with individuals from diverse backgrounds.

Preferred Qualifications:

Associates degree preferred.
Strong skills in Microsoft Office products, Google apps, and fundraising database/CRMs.

Skills:

Ability to effectively and efficiently support several staff and to execute several key projects simultaneously.
Strong attention to detail and accuracy.
Ability to meet firm deadlines and to handle the pressure of a fast-paced work environment.
Excellent organizational, interpersonal and communication skills with the ability to successfully interact with people of all backgrounds.
Strong customer service orientation.
Maintain strict confidentiality, exercise diplomacy, good judgment and initiative. Collaborate and work well with others toward successful results.
High level of computer literacy.

Additional Information:

Occasional weekend and evening work will be required to support Smith Reunion activities and occasional other events.

#ALMDEV#
Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application.
You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin
August 1, 2025

Position Type:
Regular

About Smith College

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.

To apply, visit https://smithcollege.wd5.myworkdayjobs.com/en-US/smithcollege/job/Smith-College/Administrative-Assistant--Milestone-Class-Engagement_R-202500330?timeType=f5076f035909016d0a03432e742a7800