SSW 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 SSW Events Specialist is responsible for providing the conceptual leadership, organization, and management for all events across offices within the Smith College School for Social Work (SSW). This position plays a vital role in fostering a welcoming, inclusive, and dynamic environment for students, faculty, and staff by aligning with the School's Five Principles. The Events Specialist works closely with SSW faculty, staff, and College departments, providing guidance about the feasibility and logistical management of events, requiring strong project management skills, sound judgment, strategic thinking, and adaptability. The incumbent will also handle special projects within the Office of the Deputy Director of SSW and Director of Communications and the Dean's Office as needed. In addition, this role requires the ability to manage clerical and administrative tasks independently, provide guidance regarding budgetary limitations to event partners, oversee complex, high-profile events, and ensure fiscal responsibility by adhering to budget and policy requirements. Additionally, the incumbent must develop sustainable, flexible, and responsive systems for project management and demonstrate a highly collaborative and responsive approach to working with others.

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

Event Planning and Management 65%

• Lead planning and execution of all SSW program and department events including student Orientation and Commencement, coordinating with all relevant SSW and College departments to ensure a successful onboarding experience for new students across all programs. This may include but is not limited to:

  • Orientation and Convocation

  • Managing and implementation of Commencement, including the Commencement Reception and related receptions across all programs.

  • Participating in the conceptual development and planning of the annual SSW Conference, especially as it intersects with other college systems.

  • Serving as the administrative and implementation partner for SSW rituals focused on healing and community building.

  • Planning and coordinating Lilly Hall events including summer program events across all programs.

  • As needed, create and manage responsive programming for adjunct faculty, supporting their adjustment to campus life and fostering community engagement.

  • Collaborate with the Office of Alumni Engagement in support of off campus vendor management and event planning as needed.

• Oversee the space reservation process for SSW events.

• Ensure all events are conducted within allocated budgets, adhering to financial and policy guidelines.

• Ensure that all events are accurately placed on the SSW calendar and that detailed descriptions are developed and shared as needed for effective communication.

• Manage Workday expense submissions related to events and other areas of responsibility.

• Monitor event-related expenditures, providing fiscal oversight to maintain budget alignment.

Special Projects 35%

• Provide project management for the production of SSW's publications as necessary

• Take a proactive approach to special projects as assigned, managing all stages from planning to execution.

• Maintain strong timelines, task lists, and project management documentation to ensure timely completion of special projects.

• Ensure all special projects adhere to budget and policy requirements, maintaining a fiscally responsible approach.

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

• Education/Experience: Bachelor's degree preferred, and a minimum of five years of relevant experience or an equivalent combination of education and experience

• Strong commitment to understanding principles of diversity and inclusion and applying them thoughtfully in practice.

• 3 years experience in events and project management

• Demonstrates integrity and commitment to confidentiality in handling sensitive information.

• Strong written and verbal communication abilities to ensure clear and effective information exchange.

• Ability to stay composed and flexible in a fast-paced environment with shifting priorities.

• Skilled in working collaboratively with diverse groups, including students, staff, faculty, and external partners, while fostering a welcoming, inclusive environment.

• Excellent critical thinking, sound judgment, and decision-making skills.

• Positive, service-oriented approach with a detail-focused, independent work style and ability to manage multiple priorities.

• Experience in managerial or administrative support with excellent organizational and proactive problem-solving abilities.

• Proficiency in office management software, such as Workday and Microsoft Office, to support operational efficiency.

Additional Information

This position reports directly to the Deputy Director of SSW and Director of Communications and collaborates closely with SSW faculty, staff, and College departments to support the successful planning, execution, and evaluation of events and special projects while ensuring fiscal responsibility and alignment with institutional policies.

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.