The Problem
Difficult collaboration due to differences in data sets and a lack of system
Before SmartSuite, Georgetown’s SFS Career Center was hampered by fragmented data and scattered tools. Each staff member managed contacts, project info, and events with personal spreadsheets or tools like Box, Asana, and Google Docs. There was no central system for alumni or employer data, and teams faced frustrating inefficiencies when collaborating or onboarding new team members.
For example, the process of connecting students with external industry advisors was entirely manual—emails, spreadsheets, and monthly invoicing tasks consumed hours. Marketing events involved repetitive calendar work and multi-person coordination. The lack of standardization meant duplicated effort, poor data hygiene, and no scalable workflows.
Q1
The Solution
Combining project management and data management
David Zovak spearheaded SmartSuite’s implementation to centralize critical operations. Starting with alumni and employer databases, the team migrated 12 years of data, automating deduplication and standardization. The ease of use and pilot-friendly approach allowed early adopters to iterate, refine, and build buy-in across the team.
Employer engagement was transformed by creating SmartSuite forms and automations that let employers self-serve while empowering the head of Employer Relations to manage over 875 companies solo. For student-advisor connections, Zovak helped build an end-to-end flow: students submit SmartSuite forms, advisors get assigned, data is tracked, and invoices are auto-generated using SmartSuite Designer—all with real-time oversight and alerts.
Automated event workflows now drive tasks for the marketing team, cutting manual coordination from three hours to one per event.
Q2
The Results
Seamlessly gathering and organizing data
The Career Center now runs leaner, smarter, and more collaboratively. Alumni contact data is accurate, deduplicated, and actionable. Events—averaging 30 per semester—are marketed in a third of the previous time, thanks to structured workflows and automation.Industry advisors are supported through a SmartSuite-based system that replaced a hated manual process with intuitive forms and auto-generated invoices, giving time back to leadership and creating a repeatable model for scaling.
“[SmartSuite is] a friendly space… The value for price is great, and your templates, tutorials, and community are top-tier,” said Zovak. He also noted that SmartSuite’s constant improvements and support made it a platform he’s “had zero buyers remorse” using.
Q3
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