The Assistant Director is responsible for planning and executing a nation-wide program of engagement with alumni and alumnae through regional events and activities. By bringing HWS-affiliated intellectual and social activity to the hometowns and workplaces of our constituents, the Assistant Director will provide opportunities for alums to gather to celebrate their common identity with the Colleges, reflect on their positive experiences and learn and be inspired by today’s HWS. Successful regional programs will enhance further engagement with the Colleges, resulting in greater advocacy, good will and philanthropic support among graduates.
Works with the Director of Alumnae Relations and Director of Alumni Relations and regional volunteers to strategically plan and coordinate an annual schedule of events and activities throughout the United States (as well as in other countries as opportunities present themselves) that appeal to a broad range of audiences and interests.
Works with Advancement colleagues to support regional programs to engage key trending constituencies (e.g. young alumni and alumnae, alums who live and work in the Tri-State, LGBTQ alums and allies, alums of the 90’s, etc.)
Works with Advancement colleagues and campus stakeholders to support regional programs that showcase key trending HWS priorities (e.g. the sciences, Bicentennial, etc.)
Identifies, recruits, trains and supports regional programming volunteers.
Provides opportunities to promote and celebrate volunteer efforts to build awareness of HWS volunteer activity throughout the country and in other countries where volunteers are active.
Coordinates all pre-event communications (both internal and external) including social media, electronic and print promotion, invitations and other necessary correspondence.
Ensures all regional communications (print and electronic) are consistent with the Colleges’ brand and that they exude sophistication, and are thoughtfully prepared for target audiences.
Produces all pre-event materials for event-attending Advancement staff and top officials (e.g. HWS President, Board Chair, Association Leadership, hosts, etc.), including script-writing and distribution, talking points, last-minute attendees who should be recognized, prospect research, etc.
Coordinates all aspects of on-site event production, including audio-visual needs, venue design and set-up, talent support, personnel management, transportation, etc.
In the absence of Colleges’ photographer, takes photos to record events and activities, or designates staff or volunteers to do so. Coordinates appropriate post-event photo distribution and storage.
Coordinates and ensures all post-event follow up including external and internal communications (post-event publicity coverage, including publishing photographs with descriptive highlights on social media, TWIP, Pulteney Street Survey, etc.), data collection, analysis, recognition, stewardship of hosts, etc.
Serves as lead workhand for venue transportation, load-in, setup, takedown and load-out. Responsible for enlisting and managing additional labor for these tasks as needed.
Responsible for tracking and managing Regional Programming budget.
Maintains reporting systems on regional events that track yield, engagement and budget analysis.
Responsible for updating Regional Programming and other event-related aspects of the alumni/ae and advancement web pages and regional event-focused social media (regional Facebook pages).
Serves as repository for all planned off-campus events hosted by all departments where alumni, alumnae and/or parents are the target audience – even those not directly managed by the office of Alumni and Alumnae Relations.
In the absence of the Directors, responds to routine questions, and whenever able, assists with problems which arise.
Bachelor's degree. Experience in event planning and management, alumni relations, public relations, advertising, and/or corporate communications is highly desirable. Candidate must be highly organized, proactive, detail oriented, energetic, highly motivated, creative, and have experience, and/or a clearly demonstrated aptitude for volunteer management and working in events management or a related field. 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. A familiarity with larger metropolitan areas (Boston, New York City, Washington, DC, Los Angeles, etc.) and experience and comfort navigating larger cities is preferred. Requires occasional travel and some evening and weekend obligations.
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.
About Hobart and William Smith Colleges
Located on 195 acres in the heart of New York State?s Finger Lakes Region, Hobart and William Smith are independent liberal arts colleges distinctive for providing highly individualized educations. Guided by an interdisciplinary curriculum grounded in exploration and rigor, the Colleges prepare students to think critically. In partnership with the Geneva and global communities and through robust programs in career development, study-abroad, service, leadership and athletics, the Colleges foster an environment that values global citizenship, teamwork, ethics, inclusive excellence, and cultural competence.Under the mentorship of faculty, Hobart and William Smith students gain the necessary clarity to be competitive when seeking employment. They win prestigious fellowships like the Rhodes, Gates Cambridge, Udall, Fulbright and Goldwater. They gain admittance to the best graduate programs in the country. They go on to lead lives of consequence.