Administrative & Communications Coordinator
Campus School of Smith College, Northampton, MA
PRIMARY FUNCTION(S): Provide administrative and program support for the Director of Admission and Financial Aid and Director of Development and Alumni Relations, while also supporting the administrative staff and teachers in the operations of a multi-function school office.
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DUTIES AND RESPONSIBILITIES:
Working closely with the Director of Admissions, Director of Development and the Head of School, to implement an annual communications plan. Keep an active social media presence for the school and alumni on appropriate platforms. Produce and send communications materials including but not limited to the weekly e-newsletter to parents, weekly e-newsletter to faculty/staff and the quarterly Alumni enewsletter, event invitations and development solicitations.Help produce admission materials including flyers, advertising materials etc. Follow up on open houses. Create signage for special events such as grandparents day, open house, etc. Work and develop relationships with local media to feature the Campus School. Update the school’s website with school news, and images, etc. Manage a work study photography student, take pictures when necessary and manage our photo library.
10% Day to Day Operations of the School Office:
Problem solve and work with the Office Coordinator to make decisions when questions arise about policies and procedures. Effectively utilize Microsoft Office programs and database systems to increase office efficiency. Respond to ill students when the nurse is not available. Answer phones, greet visitors and monitor access to the school. Sort and distribute mail.
10% Administrative Support:
Create and maintain student accounts to interface with the controller’s office. Manage student cumulative files. Act as a liaison with Smith College academic and service personnel as well as with Northampton and neighboring communities. Advise and update administrators of problems and issues that arise. Take faculty and staff meeting minutes.
25% Support Admission and Financial Aid:
Maintain admission inquiry database/spreadsheet. Prepare and send inquiry and new admit packages including financial aid letters. Support admission activities (e.g. greet and direct visitors to classrooms; assist with open houses, social media presence). Maintain re-enrollment database and process deposits.
25% Support Development and Alumni Relations:
Maintain and grow the alumni database in Banner, assist with alumni event design, marketing, and execution. Support Parent Partnership with communication needs, volunteer recruitment and event management. Manage day to day aspects of Pizza Friday, a Parent Partnership fundraiser, and support and market the annual Spring Soiree and Auction. Supervise the AR/DEV work study student in creation of slideshows and videos for solicitation, and stewardship events. Manage all marketing and event logistics of Grandparents’ Day.
Associate degree or the equivalent, bachelor’s degree preferred. One to three years of relevant experience or the equivalent combination of education and/or experience.
Exceptional communication and interpersonal skills; ability to work cooperatively with a wide range of individuals; attention to detail; event management experience; excellent judgment and the ability to maintain professional demeanor; strong problem solving and decision making skills; ability to function well in a fast-paced environment and manage multiple tasks simultaneously; skilled in the use of social media platforms, Microsoft Office, graphic design software, and database programs. Knowledge of BIG SIS a plus.