Reunion Student Staff Job Descriptions

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Reunion Assistant Transportation Staff; Drivers Registration Assistant Childcare Staff Ambassadors Transportation Coordinator Housing and Advance Coordinator Oral History Project Coordinator Registration Coordinator Reunion Student Lead

Reunion Assistant

Reunion Assistants work primarily with the Housing & Advance Team but may also provide support to Reunion Ambassador, Registration, and Transportation teams. Prior to Reunion, Reunion Assistants work in concert with the Reunion Housing & Advance Leads and the entire team of RSS to prepare dorm rooms for Reunion attendees. This includes collaborating with Facilities Management to clean out and set up lounges, unload and distribute linens to dorms, move and make beds, and organize dorm keys for Reunion guests.

During Reunion, Reunion Assistants support the set-up and execution of events, programs, workshops, lectures, and other activities for Reunion attendees. Guided by DAR Staff and Reunion Housing & Advance Coordinators, they deliver, and set up if needed, supplies and equipment, as well as staff events. Other responsibilities can include transporting alums on golf carts, helping alums and guests with campus directions, and providing back-up where needed. After Reunion, Reunion Assistants work in concert with the Reunion Housing & Advance Leads and the entire RSS team to empty the dorm rooms and return linens to the rental company contact.

The Ideal candidate Is flexible and perceptive. They can work well In a team, as well as independently. They also demonstrate strong communication skills (written and verbal). The position requires working in outdoor conditions and summer heat and may require moving heavy objects in all directions. During their service, Reunion Assistants are expected to be friendly and welcoming, and to engage alums and guests.

Transportation Staff; Drivers

Transportation Staff are required to be certified drivers for Grinnell College, or to be qualified for certification. This means they must be age 20 by the start of employment according to Grinnell College protocol, they must have a valid US driver’s license that has been current for at least 2 years, and they must have had NO moving violations in the past two years.

Drivers are led by Reunion Transportation Coordinators and DAR staff. They are responsible for driving shuttles to and from the regional airports (Des Moines and Cedar Rapids), the train station in Ottumwa, and occasionally to other regional transportation hubs. Drivers assist with vehicle shuttles around the Grinnell community, golf cart transportation on campus, and other in-town and out-of-town errands, as needed. They may also facilitate bus travel and greet alums and guests at the airport.

As a member of the RSS team, Transportation Staff will also support general Reunion preparation and clean-up. Beginning May 21 through the start of Reunion itself on May 30, Drivers join the Housing and Advance Team along with the entire RSS to prepare on-campus housing for alums. This includes collaborating with Facilities Management to clean out and set up lounges, unload and distribute linens to dorms, move and make beds, and organize dorm keys for Reunion guests. After Reunion, Drivers will join all RSS to assist the 2-to-3-day process of returning DAR supplies to offices and storage, and removing linens from dorm rooms.

During their service, drivers are expected to be friendly and welcoming, and engage alums and guests. Drivers should be familiar with campus and be excited to have 1:1 interaction with alums.

Registration Assistant

The ideal candidate is flexible and perceptive. They are able to work well on a team, as well as independently. They demonstrate strong communication skills (written and verbal), and are skilled in giving instruction with the ability to kindly and respectfully exercise influence towards a desired outcome through formal and informal interactions. During their service, Registration Assistants are expected to be friendly and welcoming, and to engage alumni and guests.

During Reunion, Registration Assistants staff the check-in, registration, and help and information desks. This includes 1:1 interactions with alumni and guests, supporting and triaging needs as appropriate, including follow-through to ensure any triaged needs have been taken care of, helping with campus directions, and providing information on Reunion events and policies. The Registration Assistants coordinate giveaway and preordered items including 50th Reunion memory books, name badge ribbons, and Reunion t-shirts. They are trained to use AlumnIQ scanners and may be assigned to scan entrance to Reunion programs and meals.

As a member of the RSS team, Registration Assistants will also support general Reunion preparation and clean-up. Beginning May 21 through the start of Reunion itself on May 30, Registration Assistants join the Housing and Advance Team along with the entire RSS to prepare on-campus housing for alumni. This includes collaborating with Facilities Management to clean out and set up lounges, unload and distribute linens to dorms, move and make beds, and organize dorm keys for Reunion guests. After Reunion, Registration Assistants will join all RSS to assist the 2 to 3 day process of returning DAR supplies to offices and storage, and removing linens from dorm rooms.

Childcare Staff

Reunion Childcare Staff will work with and support the licensed teachers who design and lead the Reunion childcare program. During Reunion, childcare is provided Friday evening, all day Saturday, and Saturday evening, and Reunion childcare staff will be on duty with children and their lead teacher.

As a member of the RSS team, Reunion Childcare Staff will also support general Reunion preparation and clean-up. Starting May 21 through the start of Reunion on May 30, Reunion Childcare Staff join the Housing and Advance Team and the entire RSS to prepare on-campus housing for alumni. This includes collaborating with Facilities Management to clean out and set up lounges, unload and distribute linens to dorms, move and make beds, and organize dorm keys for Reunion guests. Immediately before Reunion and the first Thursday of Reunion, Reunion Childcare Staff may be scheduled to support the guest registration and check-in process. After Reunion, Reunion Childcare Staff will join all RSS to assist the 2-to-3-day process of returning DAR supplies to offices and storage and removing linens from dorm rooms.

The Ideal candidate Is flexible, perceptive, has prior childcare Ie, and enjoys having fun with children. They can work well on a team, as well as independently. The position requires working in outdoor conditions and summer heat and may require moving heavy objects in all directions. During their service, Reunion Childcare Staff are expected to be friendly and welcoming, and to engage alumni and guests.

Ambassadors

The Ambassador program places a student Ambassador with each class or cluster to help the class navigate events and programs and ensure their Reunion experience is a positive one. They act as liaison between the class (or cluster) and the College. Ambassadors connect with members of the class/cluster Reunion Planning Committees to assist with planned programs and social activities, which can include set-up prior to guest arrival in addition to throughout Reunion weekend. Duties also include class/cluster tent, lounge, and kitchen set-up, attending and assisting class events and programs, leading campus tours, room or event decorating and/or set-up, getting ice or other supplies for tent or lounge gatherings, and many other duties as assigned.

The Ambassador Team may work on projects together with other Reunion and Development & Alumni Relations (DAR) staff to support programs and experiences at Reunion.

As a member of the RSS team, Ambassadors will also support general Reunion preparation and clean-up. Beginning May 21 through the start of Reunion itself on May 30, Ambassadors join the Housing and Advance Team along with the entire RSS to prepare on-campus housing for alumni. This includes collaborating with Facilities Management to clean out and set up lounges, unload and distribute linens to dorms, move and make beds, and organize dorm keys for Reunion guests. After Reunion, Ambassadors will join all RSS to assist the 2-to-3-day process of returning DAR supplies to offices and storage and removing linens from dorm rooms.

The ideal candidate is outgoing, flexible, responsible, perceptive, trained to give campus tours by Admissions, and can work independently. The ability to connect effectively with their class/cluster members to determine needs as well as the ability to be a self-starter in proactively identifying needs is crucial. During their service, they are expected to be friendly and welcoming, and to engage alumni and guests.

Transportation Coordinator

Prior leadership and or/Reunion Transportation or Driver experience is preferred. Transportation Coordinators are required to be certified drivers for Grinnell College, or to be qualified for certification. Per college policy, this means they must be age 20 by the start of employment they must have a valid US driver’s license that has been current for at least 2 years, and they must have had NO moving violations in the past two years. 

The Transportation Coordinator will partner with Development & Alumni Relations (DAR) staff to manage, organize, and execute all shuttle service and transportation needs for Reunion guests. This includes coordinating and scheduling the use of the Grinnell College vehicle fleet, managing the golf cart fleet and golf cart transportation, working with campus partners to cover additional transportation needs, answering the phone, and working with vendors to schedule and coordinate bus transportation shuttle services. Each day during Reunion, the Transportation Coordinator will coordinate the Transportation Team, which includes student employees and DAR staff, and may also include Reunion Assistants assigned to the transportation team during times of high need. Transportation Coordinators may transport guests in golf carts.

As a member of the RSS team, Transportation Coordinators will also support general Reunion preparation and clean-up. Beginning May 21 through the start of Reunion itself on May 30, Transportation Coordinators join the Housing and Advance Team along with the entire RSS to prepare on-campus housing for alumni. This includes collaborating with Facilities Management to clean out and set up lounges, unload and distribute linens to dorms, move and make beds, and organize dorm keys for Reunion guests. After Reunion, Transportation Coordinators will join all RSS to assist the 2-to-3-day process of returning DAR supplies to offices and storage and removing linens from dorm rooms.

Candidates for this position should be able to communicate well in person, on the phone, and in writing; be organized and detail-orientated; and have a working knowledge of Outlook, Word, Excel, and AirTable. The ability to run mail merge programs is also helpful. They should have experience leading a team, be able to stay organized and work efficiently in a fast-paced environment, and they should be able to adapt and solve problems quickly.

During their service, they are expected to be friendly and welcoming, and engage alumni and guests. They should be familiar with campus and be excited to have 1:1 interaction with alumni.

Housing and Advance Coordinator

The Housing & Advance Coordinators direct the preparation and clean-up of Reunion dorm rooms, and work in concert with a team of student Reunion Support Staff to facilitate successful events and programs. Referencing the reunion master schedule in AirTable, they assign tasks, give clear instructions, and step in where needed.

Prior to Reunion, the Housing & Advance Coordinators lead and work alongside the entire team of RSS to prepare dorm rooms for Reunion attendees. This includes collaborating with Facilities Management to clean out and set up lounges, unload and distribute linens to dorms, move and make beds, and organize dorm keys for Reunion guests. 

During Reunion, the Housing & Advance Coordinators oversee and support the set-up and execution of events, programs, workshops, lectures, and other activities for Reunion attendees. Guided by data in AirTable, they coordinate and finalize event needs, working with DAR staff and Reunion Support Staff to provide supplies, equipment, staffing, etc.  After Reunion, the Housing & Advance Leads organize and work alongside the entire RSS team to empty the dorm rooms and return linens to the rental company contact.

The Ideal candidate can lead and Inspire a team. They should be organized and have the ability to keep staff motivated. The position requires moving heavy objects in all directions and working in outdoor conditions and summer heat. Prior leadership or Reunion experience is preferred, as is familiarity with AirTable.  During their service, they are expected to be friendly and welcoming, and engage alumni and guests.

Oral History Project Coordinator

The Oral History Project (OHP) Coordinators manage and facilitate the Alumni Oral History Project. This includes setting up, operating, and troubleshooting sound systems, as well as prepping alumni for the recording session. OHP Coordinators are also the program liaison with the alumni and administer necessary paperwork and offer guiding questions during recording, as needed. Begun in 2009 as part of Reunion, the Alumni Oral History Project aims to better understand and share the history of Grinnell College by recording and preserving oral histories with members of the Grinnell College alumni community.

As a member of the RSS team, OHP Coordinators will also support general Reunion preparation and clean-up. Beginning May 21 through the start of Reunion itself on May 30, OHP Coordinators join the Housing and Advance Team along with the entire RSS to prepare on-campus housing for alumni. This includes collaborating with Facilities Management to clean out and set up lounges, unload and distribute linens to dorms, move and make beds, and organize dorm keys for Reunion guests. After Reunion, OHP Coordinators will join all RSS to assist the 2-to-3-day process of returning DAR supplies to offices and storage and removing linens from dorm rooms.

OHP Coordinators should possess impeccable customer service and problem-solving skills, be detail-oriented, organized, and skilled in giving instruction with the ability to exercise influence towards a desired outcome through formal and informal interactions. Strong interpersonal skills, a positive attitude, flexibility, integrity, and the ability to manage time well are also valued. Previous recording or IT experience is desirable but not required. During their service, they are expected to be actively friendly and welcoming to Reunion guests.  

Registration Coordinator

Prior to Reunion, the Registration Coordinator prepares and organizes resources for Reunion attendees that may include name badges, room keys, and other registration materials. They work together with DAR staff to develop a training plan for their team and initiate this training plan prior to the first day of Reunion.

During Reunion, the Registration Coordinator is responsible for the daily operation of the Reunion registration desk. This includes managing operations and addressing issues as they arise. A crucial function of this position is maintaining an organized system for the distribution and collection of dorm keys before, during, and after Reunion. Duties may also include data entry, running reports, and preparing personalized registration materials for guests. Registration Coordinators lead student Registration Staff and are responsible for procedures including, but not limited to, setting up the registration and help desk area upon opening and clearing out at closing, assigning tasks to the registration team members, and retrieving and securing registration and help desk materials.

As a member of the RSS team, Registration Coordinators will also support general Reunion preparation and clean-up. Beginning May 21 through the start of Reunion itself on May 30, Registration Coordinators join the Housing and Advance Team along with the entire RSS to prepare on-campus housing for alumni. This includes collaborating with Facilities Management to clean out and set up lounges, unload and distribute linens to dorms, move and make beds, and organize dorm keys for Reunion guests. After Reunion, Registration Coordinators will join all RSS to assist the 2-to-3-day process of returning DAR supplies to offices and storage and removing linens from dorm rooms.

The Registration Coordinator should possess impeccable customer service and problem-solving skills, be detail oriented, organized, able to work in a fast-paced environment, make decisions quickly and confidently, and be skilled in giving instruction and leading a team. Prior leadership and or/Reunion Registration experience is preferred. During their service, they are expected to be friendly and welcoming, and engage alumni and guests.  

Reunion Student Lead

The Reunion Student Leads assist the Associate Director of Alumni and Donor Relations for Reunion and Awards Programs with Reunion logistics and work in concert with Development & Alumni Relations (DAR) staff. They are a vital resource for DAR Staff when considering solutions to student employee challenges, as well as a resource and center of support for RSS in navigating their duties and any challenges that may come up. 

During the spring term prior to Reunion, the Reunion Student Leads work part-time in the DAR office, assisting with many aspects of Reunion planning and preparation, including supporting the RSS hiring and onboarding process, scheduling student staff’s hours, planning RSS training and learning goals, and becoming familiar with the inner workings of the various RSS roles.

Once RSS begin their work after commencement, Reunion Student Leads train and lead student staff, including the Housing & Advance, Transportation, Registration, Oral History Project, and Ambassador teams, and step in themselves as needed. They monitor RSS schedules, adjusting and notifying staff of any changes in a timely and respectful manner. Duties may include working with alumni and guests to meet their needs and expectations, assisting with the Reunion Help Desk, arranging specific event logistics (such as room and catering needs), and keeping organized records and documentation.

In the week immediately following Reunion, the Reunion Student Leads oversee the completion of evaluations of all student workers. They are responsible for capturing changes in procedures and overseeing the conclusion of student worker responsibilities. They transfer any digital files into the Development and Alumni Relations storage system, and delete all files kept elsewhere during Reunion. 

As a member of the RSS team, Reunion Student Leads will also support general Reunion preparation and clean-up. Beginning May 21 through the start of Reunion itself on May 30, Reunion Student Leads join the Housing and Advance Team along with the entire RSS to prepare on-campus housing for alumni. This includes collaborating with Facilities Management to clean out and set up lounges, unload and distribute linens to dorms, move and make beds, and organize dorm keys for Reunion guests. After Reunion, Reunion Student Leads will join all RSS to assist the 2-to-3-day process of returning DAR supplies to offices and storage and removing linens from dorm rooms.

The ideal candidate for this position has demonstrated leadership skills, the ability to motivate and lead a team, strong organizational and communication skills, and is flexible and able to think and act quickly. A sense of humor, a kind heart, perceptive empathy, and an ability to teach others is crucial. Prior leadership and or/Reunion experience is required. During their service, the Reunion Student Leader is expected to be friendly and welcoming, and to be a leader in engaging alumni and guests.