Job Information
Harvard University Alumni Relations Assistant Specialist, Harvard Alumni Association in Cambridge, Massachusetts
65292BRAuto req ID:65292BRJob Code:403038 Staff Assistant III-Specialist Department Office Location:USA - MA - Cambridge Business Title:Alumni Relations Assistant Specialist, Harvard Alumni AssociationSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :054Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:
One to three years of administrative support or related experience, education beyond high school may count toward experience
Strong knowledge of Microsoft Office software.
Strong writing and communication skills.
Must occasionally work overtime including evening and weekend hours.
Additional Qualifications and Skills:BA/BS degree and office experience within an academic environment strongly preferred. The ideal candidate is:
Highly organized, detail-oriented, and have strong interpersonal and communication skills, with the ability to work competently and efficiently in a fast-paced, multi-task environment.
Able to accurately proofread and edit correspondence; knowledge of English grammar, spelling, and punctuation required.
Able to establish and promote good working relationships with alumni volunteers and donors.
Capable of prioritizing and managing multiple tasks under pressure, displaying poise and confidence, understanding and following policies and procedures, and accommodating change.
Able to work independently and take initiative; able to work collaboratively as part of a team.
Professional, proactive, collaborative, conscientious, and results-oriented.
Optimistic and positive, with good intuition and the ability to adapt to changing priorities.
Innovative, thinking strategically and conceptually, and displaying sound judgment.
Able to influence and persuade others.
Motivated to learn and open to change.
Experienced in working with complex and confidential information.
Culturally aware and sensitive to diversity issues regarding the internal and external Harvard community.
Experienced with MS Office including strong proficiency in PowerPoint and Excel; savvy with social media.
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.Department:Alumni Affairs and DevelopmentPre-Employment Screening:Identity Job Function:Alumni Affairs and Development, General AdministrationPosition Description:
Provides high-level office support including proactively maintaining AVP/ED’s calendar, managing preparation and the smooth running of each day, responding to phone and email inquiries, and handling processing and reimbursements for travel and expenses. Must be able to manage conflicting priorities and make judgements on behalf of the AVP/ED.
Drafts, edits, and proofreads correspondence.
When needed for meetings, trips, board meetings, and events, prepares AVP/ED briefing packet by acquiring pre-reading materials, agendas, meeting and event briefings and notes. Proactively reaches out to managers of upcoming meetings to ensure that materials are provided well in advance.
Responsible for developing effective systems for managing the AVP/EDs administrative needs.
Proactively, and in a timely fashion, records alumni meetings and posts alumni contact reports on behalf of the AVP/ED in the Advance database.
Coordinates all logistics of the executive director’s travel (domestic and international) including air travel, ground transportation and hotel bookings; creates and updates travel itineraries with meeting and event logistics, alumni information, directions, and other materials while adhering to AA&D’s confidentiality protocol.
Produces detailed expense reports (corporate card as well as out of pocket) for AVP/ED in a timely manner. Works with the budget office to ensure smooth processing of expense reports.
Conducts research for the AVP/ED as needed.
Provides customer service to internal staff and external clients including alumni volunteers and donors. Assists with alumni outreach and schedules meetings with alumni domestically and overseas.
Ensures timely and effective communication and follow-up with alumni, academic leaders, and administrative leaders.
Manages the development and production of presentations for AVP/ED as needed.
Oversees office management of the HAA, including archiving of HAA files; manages the HAA phone line.
Oversees purchasing for the HAA department and processes bills for office-wide goods and services; responsible for the management of alumni and staff swag, including ordering and maintaining inventory.
Coordinates and executes HAA staff meetings and retreats, and other HAA-specific meetings, with direction from the Director of Administration and Planning.
Supports other departments, staffing events and meetings, as needed and as available.
Cultivates favorable relationships and works closely with other AA&D Departments, University-wide departments, and administrators and faculty as needed.
Other special projects as required.
Attends AA&D all-staff meetings, HAA huddles, HAA all-staff meetings, HAA retreats, and Support Staff meetings throughout the year.
NOTE: 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.School/Unit:Alumni Affairs and Development 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.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).
The Harvard Alumni Association (HAA) is the University-wide alumni association for Harvard University. It is also the home to the Harvard College and Radcliffe College alumni/ae association and the staff that support them. In its University-wide capacity, the HAA serves alumni of all eleven schools at Harvard in a manner supportive of and complementary to the work of the individual school alumni offices. Harvard University alumni span the globe at nearly 400,000 strong – more than 327,000 are in the USA, with 204 international countries represented.
Reporting to the director of administration and planning, this full-time position is responsible for day-to-day administrative duties, drafting and accurate proof reading of high-level correspondence, report generation, and database maintenance for the associate vice president and executive director of the Harvard Alumni Association. Provides administrative support in a fast-paced complex environment. Ensures the daily management of the AVP/ED’s work, preparing meeting materials in a timely manner, scheduling meetings, making travel arrangements, electronic filing, maintaining alumni contacts in Advance database, and handling reimbursement and processing for travel and expenses. Responsible for the proper formatting, drafting, editing, and distribution of meeting briefings and alumni correspondence. Works independently on specific project work and assists with ad-hoc project facilitation. Provides excellent customer service to external clients such as alumni volunteers and/or donors and to internal staff. Assists with outreach and schedules alumni meetings. Manages the HAA main phone line. Partners closely with University-wide departments and other AA&D sections, specifically with AA&D Executive Team and their assistants. Good judgment and the ability to work on high-profile and confidential projects and correspondence are needed. Works on special projects as requiredCommitment 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.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.
Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-JP1Work Format Details:This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one 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.