Harvard University Assoc. Dir.,Reunion & Alumni in Cambridge, Massachusetts
60053BRAuto req ID:60053BRJob Code:301057 Alumni Affairs Professional Location:USA - MA - Boston Business Title:Associate Director, Reunion & Alumni EventsSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :057Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Basic Qualifications:
Bachelor's degree or equivalent work experience required.
Minimum of 5 years of relevant work experience in alumni Relations, event management, or related field required.
Additional Qualifications and Skills:
This position requires a high level of organization, professionalism, and mastery of event management strategies.
The incumbent should have demonstrated experience managing complex events that involve multiple stakeholders; influencing without management authority; building consensus; and developing and tracking goals and metrics to measure event success.
Experience working with external constituents, such as donors and alumni, is a plus.
Ability to juggle multiple projects and set priorities; familiarity with industry resources; excellent organizational skills; attention to detail; flexibility; strong oral and written communication skills; ability to work in a team with staff, collaborators, and vendors; ability to interact with diverse personalities in a fast-paced environment; ability to work in a deadline-oriented environment.
Candidate must be computer literate with working knowledge of database management.
Travel is required approximately 5-10% of the time.
Additional Information:This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, MA, MD, ME, NH, NY, RI, and VT). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.
The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements (https://www.harvard.edu/coronavirus/covid-19-vaccine-information/) . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
Harvard University offers an outstanding benefits package including:
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.Department:Alumni Affairs and Development (AAD)Pre-Employment Screening:Education, IdentityJob Function:Alumni Affairs and Development Position Description:
This full-time, exempt position on the Special Events team reports to the Managing Director of Special Events and works closely with the Alumni Engagement team, project managing and overseeing the successful execution of all major alumni engagement events. Most notably, this involves the management of HMS Reunions, which brings together twelve MD-DMD classes over one weekend in the Spring for a series of programs and events. The Associate Director coordinates the implementation of Reunion and other alumni events with colleagues throughout AAD - and with the partnership and support of the Special Events team.
Events in the Associate Director’s portfolio include:
Reunion weekend, which annually gathers approximately 700 alumni and guests for symposia, volunteer and leadership gatherings, campus tours, class-specific lunches and dinners, and a large gala event.
Approximately 14 class-specific Reunion social events, which occur throughout the days surrounding Reunion. This work involves working directly with alumni leadership volunteers on expectations, event concepts, logistics, and planning.
Additional “satellite” events surrounding the Reunion, such as the Recent Graduate reception.
Three Alumni Council meetings of alumni volunteers (one in person, two virtual).
Additional annual alumni events, such as the Insider’s View series, Alumni Appreciation Dinner, and Class of 1958 lectureship, as well as others as assigned.
As needed, “Alumni and Friends” receptions at key medical industry conferences across the country.
Responsibilities may include managing additional events throughout the year, such as student “Thank-a-thon” events, webinars, virtual events, and other engagement touchpoints that further the goals of the Alumni Engagement team, at the discretion of the Executive Director of Alumni Engagement and the Managing Director of Special Events.
The Associate Director may additionally help Special Events colleagues to staff and support logistics of other AAD events throughout the year.
Duties and Responsibilities:
Serves as primary project manager of all alumni events, most notably Reunions and Alumni Day. This includes managing regular meetings and driving agendas; following up on action items and deadlines; inventorying and managing supplies; tracking timelines and changes to plans and schedules; planning and tracking budgets; managing staffing and training; ensuring efficient production of event materials, and making connections between teams/vendors/stakeholders to ensure information is communicated.
In collaboration with the alumni engagement team, works to define goals and measures of success at the outset of event planning, and revisit/measure against those goals throughout the planning process and during the debrief. Sets and runs kickoff and debrief meetings.
Manages registration process for Reunions and alumni events, including building complex registration forms, communicating website updates, and overseeing the user experience of registration. Informed by registration, develops a production process for Reunion programs, itineraries, and name tags, organizes and oversees a system of production, and recruits and manages staff to execute. Directs management of onsite registration.
Interfaces with alumni and guests on registration questions, cancellations, and refunds as appropriate.
Tracks and responds to guest needs for all events, including dietary restrictions and special accommodations; coordinates with vendors to ensure these are honored in a timely manner the day of the event.
Works closely with the Executive Director of Communications and Donor Engagement and the Managing Director of Alumni Engagement to coordinate needs for speakers at all events.School/Unit:Harvard Medical School 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.Commitment to Equity, Diversity, Inclusion, and Belonging:We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values (https://hms.harvard.edu/about-hms/campus-culture/mission-statement-community-values)