15-Feb-2024
Alumni Affairs and Development
64946BR
Job Summary
Alumni Affairs and Development (AA&D)
Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.
Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.
AA&D is comprised of the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP).
This position is responsible for a variety of complex support and project coordination activities and reports to the Assistant Director of Development Planning in UDO. This includes coordinating the development activities of the University President and University Provost, including managing the visit pipelines, gathering briefings for meetings from fundraisers; event and meeting coordination with organizers and fundraisers; accurate tracking and record keeping of all development activity; as well as following up on debriefs and next steps, as necessary.
Position Description
- Schedules the development activities of the President and Provost. Coordinates all aspects of development meetings including prospect outreach, scheduling, logistics, travel arrangements, briefing coordination, record-keeping in donor multiple databases, and coordinating follow-up correspondence with University Donor Relations.
- With the Development Planning team, collaborates with senior leadership at UDO to help set priorities for the use of the President and Provost’s time by managing the visit pipelines, gathering input from all central and school-based fundraisers to prioritize the pipeline, and regularly sharing updated pipelines as appropriate to keep everyone informed. Managing regional domestic pipelines by continuously updating with strategy notes, ratings, senior leaders’ recent visits, and outreach notes.
• In collaboration with university-wide fundraisers, manages all briefing materials, debriefs, follow-up, and tracking of all the President’s and Provost’s development activity. Regularly communicates and keeps senior leadership at UDO informed of the President’s and Provost’s development activity.
• In consultation with senior UDO leadership, communicates with senior development officers across the University to strategize, schedule prospect meetings, and determine staffing for prospect meetings and development events. - Maintains ongoing communication with staff in the Office of the President and Provost to prepare and coordinate development activity and serves as their first point of contact for scheduling and logistics questions related to development and alumni affairs across the University.
- While the President and Provost are traveling for development, this person will constantly be updating all involved parties, including those in the Office of the President and Provost and senior leaders (both traveling and not traveling). Reacting to last minute requests from the president/provost and senior staff traveling with them.
- Coordinates the internal approval processes for event invitations, meeting requests, and other engagements.
- Often supporting fundraisers and support staff organizing top prospects visits to campus including organizing meetings, ordering catering, working with vendors, etc.
- Manages the briefing process from start to finish; setting a due date, following up with senior leaders across the University, ensuring that AA&D follows Mass Hall deadlines, proofs and edits high-level briefings for the President and Provost while adding in pertinent information as necessary.
- Manages the internal and external responsibilities of recording and transcribing presidential and provostial remarks, transcription, and distributes accordingly.
- Assists in agenda creation for OPP meetings and facilitates all AA&D meeting materials and agendas for the president/provost.
- As a member of the University Development Office team, takes on critical project work as needed. This might include working on one-off events and engagements, writing briefings, and other tasks as necessary.
- The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
- Occasional overtime required as needed
Basic Qualifications
- Minimum 2 years working in development or related experience.
- Excellent knowledge of English grammar, spelling, and punctuation.
- Requires the ability to proofread accurately and edit correspondence.
Additional Qualifications and Skills
- BA/BS degree preferred.
- Strong sense of judgement, decision-making and diplomacy.
- Must be highly organized, exceptionally detail oriented and have the ability to work competently and efficiently in a multi-task environment.
- Pro-active problem solving, being a self-starter on projects, and anticipating future tasks to get ahead on planning are essential qualities for success.
- Must be focused, motivated to learn, and flexible to change. Demonstrated ability to work under pressure and follow policies and procedures along with a proven ability to work independently as well as collaboratively on a team is important.
- Strong interpersonal skills that includes professional phone manner and written communication.
- Experience interacting and engaging with corporate executives, senior level staff and faculty preferred.
Additional Information
- This position requires a 3 month orientation and review period.
- Please include a cover letter with your application.
To learn more about the AA&D team, please visit our Careers site at
https://alumni.harvard.edu/careers
To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/ .
Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.
COVID 19 Vaccination Information: The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.
Work Format Details
This position is eligible for 100% remote work. Employees may work from any of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
Benefits
We invite you to visit Harvard’s Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:
- Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
- Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
- Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
- Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
- Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
- Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
- Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Job Function
Alumni Affairs and Development, General Administration
Department Office Location
USA – MA – Cambridge
Job Code
403040 Coordinator II
Department
Alumni Affairs and Development
Union
55 – Hvd Union Cler & Tech Workers
Pre-Employment Screening
Identity
Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.
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