ADV: Reunion Assistant (S9805X)

Summary, Scope, and Responsibilities

Reunion Assistants are responsible for aiding APE staff in preparation for Reunion. They have specific leadership duties, in addition to being a general Bates Star during the weekend.

Reunion is a weekend long event, bringing over 1,300 alumni together between 14 classes. Reunion Bates Stars work with the alums on campus, giving help wherever and whenever it is needed. Bates Stars begin their work with an orientation dinner, during which they learn to use the golf carts and what their responsibilities are not only with the class they are hosting, but with the other slums on campus as well. The festivities being on Friday and last until Sunday, during which times Bates Stars are on duty with their walkie-talkies on and ready for whatever may be needed.

Specific responsibilities include, but may not be limited to:

Reunion Assistants are an important part of Reunion preparation. During the weeks leading up to Reunion Weekend, they will run errands both across campus and around the L-A area for staff, perform clerical duties, assist with moving supplies from Alumni House to Lane Hall, create decorations, put up informational, promotional and directional signs around campus, etc. They also will assist the Bates Star Coordinator in recruiting Bates star applicants. The week before Reunion, they will work 40 hours a week in the office helping to pick up and stuff all dorm keys in appropriate packets (a very time-consuming process as nearly 800 alums will stay in dorms, and room changes are made often in the days prior to and once alums arrive) as well as stuff all registration packets, which include individual meal tickets based on specific selections, individualized nametags, and many, many other materials for the weekend. These two processes take countless hours to complete and often require Assistants to stuff packets until the early hours of the morning on the Wednesday and Thursday before Reunion.

During the Bates Star orientation, Reunion Assistants will assist with general training, as well as assist with walkie-talkie and golf cart training. If Bates Stars have any procedural questions, Assistants will be able to be knowledgeable resources and direct them appropriately.

The responsibilities of a Bates Star are not only for their specific class, but for all alumni on campus. Although each Bates Star is primarily responsible for his/her class, a Bates Star is expected to provide assistance to anyone who may need it throughout the weekend. Bates Stars usually begin their weekend on the Wednesday before Reunion, with an orientation, golf-cart training and test, and BBQ. Those who are assigned to the 50th Reunion class will begin Thursday morning, others Friday morning, by decorating the dorm in which his/her class will be staying; this may include blowing up balloons, hanging streamers in the lounges of the dorm(s) and transporting food, water, coolers, etc. to the dorm to ensure that each building is adequately supplied. Often times Bates Stars are given pictures to help decorate the lounge(s) and posters (or asked to make their own) which welcomes their class to Reunion. Bates Stars usually remain in the dorm while their class arrives, providing assistance to those who may need help carrying suitcases. Bates Stars are also responsible for making sure each alum is able to get into his/her room, hassle-free. If there is a problem with a key (which oftentimes there is), it is up to the Bates star to make that alum his/her number one priority and fix the problem as quickly as possible. Bates Stars must also be available incase an alum needs extra supplies, such as towels, blankets, soap, etc. Once alums arrive and activities begin on campus, Bates Stars must be available to transport alums to wherever they may need to go, including class meals, panel speakers, and the Memorial Service. Before the class parade, Bates Stars help their class assemble costumes, make signs, group for the parade, etc.

Bates Stars may also be called upon to work in registration for an hour or two or as a meet & greet person at Commons or other venues where an activity may be occurring (or even to dress up as the Bobcat). Bates Stars eat meals in Commons with the alums and stay in the same dorm with their class, still available in case anyone has any problems. Bates Stars begin every morning at 7AM by bringing all golf carts from Merrill to campus, and end every night (once all alums are in their dorms or are no longer in need of golf carts) by returning every cart to Merrill.

The most important responsibility of a Bates Star is making sure EVERYONE on campus is happy the entire weekend. They are always “on” and need to be prepared to answer any question an alum has, give directions, transport someone somewhere, troubleshoot a problem, direct them to a staff member and relay any feedback to the Alumni and Parent Engagement Staff. It is an exciting weekend for alums, especially those seeing their friends/the campus for the first time in 50 years, so it is up to the students to provide as much assistance as possible, in order for the alums to maximize and enjoy their time with their friends. Bates Stars are expected to be the front face for our office and must always be professional, helpful, friendly and willing to do whatever is needed at a moment’s notice. They are required to attend the following activities (including set-up, greeting, staffing and tear-down):

These are the minimum time requirements. In between, Bates Stars are expected to be with their class in their respective dorms, assisting staff members or transporting people across campus. They can expect to be on-call for the entirety of the weekend.


The Basics


Department: College Advancement
Supervisor: Munroe Graham
Office Location: 67 Campus Ave, Alumni House
Email: mgraham4
Pay Grade: X
Hours: 20 during short-term and 40 for 2 weeks prior to/including Reunion Weekend.
Workers: 2-3

Qualifications, Requirements, and Responsibilities

Requirements


REQUIRED: Driver’s license EDUCATION: High school EXPERIENCE: Administrative work

Reporting


REPORTS TO: Amy Bureau COORDINATES/WORKS CLOSELY WITH: APE Staff, Bates Stars, and alumni STUDENT SUPERVISORY RESPONSIBILITIES: Bates Stars

Responsibilities


ENVIRONMENT: Alumni House and various campus locations TRAVEL REQUIREMENTS: Walk across campus upon request MACHINES & EQUIPMENT USED: Golf carts