Job Information
Harvard University Deputy Director, UDO Events in Cambridge, Massachusetts
66722BRAuto req ID:66722BRJob Code:361059 Administrative Manager Department Office Location:USA - MA - Cambridge Business Title:Deputy Director, UDO EventsSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :059Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Basic Qualifications:
A bachelor’s degree from an accredited institution.
At least 8–10 years of office experience in planning and coordinating meetings, events, administrative management, and related projects.
Additional Qualifications and Skills:
Experience working in a higher education environment preferable.
High attention to detail and creative problem-solving skills
Excellent organizational, time management, interpersonal, and communication skills
Proven success planning high-profile, complex events.
Competency with Microsoft Office Suite, Zoom, and Workfront (preferred)
Ability to work effectively with different stakeholders during periods of significant change using creative problem-solving skills.
Ability to work independently, use judgment, and provide excellent client service.
Strong written and oral communication skills required.
Strong computer skills, including database management.
Ability to set priorities among competing tasks, multiple constituencies, and deadlines.
Must be able to manage the demands of multiple constituencies.
Ability to develop staff, deliver positive and constructive feedback, and motivate staff to deliver quality work.
This position requires good judgment, discretion, confidentiality, an understanding of processes, and excellent diplomatic skills to represent the Alumni Affairs and Development constituencies professionally.
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:Education, IdentityJob Function:Alumni Affairs and Development, General AdministrationPosition Description:
Reports to the Director and serves on the events leadership team; has a baseline understanding of all event partners (FAS, HAA, UDO) and their priorities.
In-depth knowledge of priorities and initiatives for UDO and inspires and motivates the team to drive event planning with those priorities in mind.
Coordinates with fundraisers and Senior Management on event and donor engagement strategies and will lead the event planning teams to maintain deadlines and articulate roles and responsibilities.
Manages calendar and ensures consistency and continuity on all UDO events.
Works closely with Development Planning on events for the President and Provost
Works and communicates closely with the Events leadership team and AA&D partners to identify training needs, skills enhancement, and professional growth opportunities for team members.
Avid learner, seeking current event trends and guiding the team to create unique event experiences.
Manages and approves UDO event budgets in coordination with AA&D Finance.
Ensures event data integrity on all internal project management and intranet platforms.
Reports out and analyzes overall UDO event data to leadership.
Event Planning and Implementation
Manages a diverse portfolio of high-profile events.
Develops and implements stakeholders’ roles and responsibilities.
Motivates and mentors staff assigned to events, provides open communication on expectations.
Ensures planning teams are working towards event goal and fundraising priorities.
Provides transparency to partners and leadership on project status and communicates any issues promptly.
Plans the experience and ambiance at events creatively and thematically.
Works with venue and vendor selections and contract negotiations to ensure events are executed on time and on budget.
Supervision of support staff as assigned.
Troubleshoots for both virtual and in-person events.
Assigns and maintains onsite event assignments and responsibilities.
Creates an environment that embraces a continuous feedback loop and can carry forward lessons learned to other events.
Some travel required.
Overtime required (can be significant during peak periods) including evenings and weekends.
KEY COMPETENCIES
Previous experience managing and executing events required.
Ability to initiate strategies that serve the long-term need of the organization; think strategically.
Knowledge of the organization/institution (Harvard) as well as local units.
Ability to engage, inspire and influence
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).
Our enthusiastic and dynamic event professionals elevate our programs and cultivate memorable engagement experiences. Whether it’s the buzz of coordinating world-renowned Commencement and Reunion celebrations, hosting exclusive gatherings with Harvard’s intellectual leaders, or showcasing the latest campus innovations—our AA&D Events team crafts unforgettable experiences that make a memorable impact on our vibrant alumni and donor community.
Reporting to the Director of Events, the Deputy Director will be a part of the events leadership team and be integral to assuring the team provides consistent and successful events and activities that support the development and alumni engagement efforts for the Faculty of Arts and Sciences (FAS), the University Development Office (UDO), and the Harvard Alumni Association (HAA). This role will make strategic recommendations on the event planning process and communicate regularly with the events leadership team.
As a doer-manager, the Deputy Director will directly manage a diverse portfolio of high-level events and ensure the highest level of professionalism and attention to detail on all University Development Office events. They will create and maintain relationships across UDO to understand fundraising priorities and constituent preferences and provide mission-driven experiences and transparent reporting on activity. They will manage the overall UDO event calendar and ensure collaboration and communication across FAS and HAA activity.
This position directly supervises a team of events officers who manage logistics for large-scale, multiday, University-wide, and complex events, as well as recognition and other events of more intimate scale, for alumni relations, development, and select University leaders. They oversee their team members’ professional development and event workload and must be able to provide meaningful feedback and guidance to their team members, as well as establish a collaborative work environment that enables an efficient and positive approach to workload. This position operates in a fast-paced, high-volume, deadline-driven environment.
The Deputy Director will guide the full team to create unique event experiences. They will curate and study current event trends to provide new and creative ways to engage Harvard’s donors and alumni.
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.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.