Summer & External Events Specialist

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

Job Summary

The Summer & External Events Specialist will develop and coordinate all external and internal events. In addition to managing events, this role is responsible for the scheduling and coordination of all summer space, including housing and dining assignments for all stakeholders. The Summer & External Events Specialist will recruit, train and manage summer staff, oversee projected revenue, retaining repeat business and seeking new clients whose programs complement the mission of the college while meeting established budget expectations.

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

Essential Functions

Summer Programs Event Planning and Execution: (70%):

• Serve as the primary contact for external and internal clients wishing to book space during the summer on campus.
• Create cost estimates and contracts for clients based upon program needs.
• Coordinate the use of all residential housing and dining used by external clients.
• Reserve and manage all classroom spaces and resource needs booked by SSW, Pre-College, and external summer clients.
• Create and maintain updated reports for summer usage in relation to service needs by other on-campus providers, including Housekeeping, Facilities Management, and Campus Safety.
• Develop and administer the master summer calendar for the Smith community and manage all space reservations in 25LIVE.
• Obtain certificates of liability insurances as required.
• Coordinate all summer camp inspections and on site fire drills per city and state regulations.
• Recruit, train, and supervise casual and student workers.
• Spearhead marketing efforts to attract new clients for increase revenue to summer programs.
• Provide on-site support for events as assigned including some weekend and evening shifts.

Office Administration: (20%):

• Ensure that summer groups are compliant with up-to-date policies and inspections needed as per their mandatory guidelines in using space on campus.
• Draft, manage, and reconcile budgets for P&L with increasing revenue requirements.
• Coordinate building access and assignments for external groups with One Card Office.
• Update client handbooks related to summer program events.
• Maintain Summer Programs website as needed with any new policies and information.

General Support: (10%):

• Management and oversight of Construction/Renovation update meetings.
• Provide coverage for large scale campus wide events as assigned to EMO.
• Coordinate parking needs for external groups during the summer.
• Serve on various campus committees as assigned.

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):

• Associate's degree and 1-3 years' experience or an equivalent combination of education and experience.
• High level of computer literacy with scheduling background preferred.
• Experience working with individuals from diverse backgrounds.

Preferred Qualifications:

• Bachelor's degree and/or 3-5 years' experience or the equivalent combination of education and/or experience.
• Experience with summer programs in an educational or nonprofit setting is preferred.
• Experience with online scheduling/calendaring background and working with individuals from diverse backgrounds.

Skills:

• Strong customer service
• Proven experience in event planning and coordination
• Strong organizational and multitasking skills
• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team
• Proficiency in event management software or related software
• Flexibility to work evenings, weekends, and holidays as required
• Budget management
• Attention to detail and strong problem-solving abilities
• Strong leadership skills to manage and motivate student workers
• Excellent time management skills and the ability to meet deadline
• Creative and adaptable, with the ability to handle unexpected changes

Review of applications will begin

Position Type:

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.