Summary: This full-time, non-exempt position on the Reunion and Annual Campaigns (RAC) Team provides the highest level of administrative support for the activities of the Executive Director for RAC and the Management Team. This position is responsible for performing a wide range of duties to ensure smooth daily operations, effective administration and meeting management, events logistics, and clear communications. Works closely with Staff Assistants, Coordinators, Assistant Directors, and Associate Directors on team-wide projects. Serves as principal administrative contact and liaison for internal constituencies and partners across the University and with alumni and parents. Works independently with minimal supervision in a fast-paced work environment of multiple and changing priorities. Anticipates and resolves problems.
Day-to-day administrative duties include scheduling meetings and actively managing busy and complicated calendars; organizing and preparing meeting and follow-up materials; assisting supervisors with their overall workflow management, including drafting reports, spreadsheets and presentations; responding to phone inquiries; and making travel arrangements, including creating expense reports and processing reimbursements in a timely fashion. Other duties include creating and maintaining electronic and hard-copy filing systems; data input/retrieval and report generation from Advance database and the AA&D Intranet; accurate proofreading, and project facilitation.
Duties and Responsibilities: Serves as primary administrative support for the Executive Director and Managing Directors. Including proactively managing calendars, scheduling complex group meetings and individual appointments with internal colleagues as well as alumni and parents both domestically and overseas.; updating on all schedule changes; managing travel and expenses for the Executive Director and Managing Directors including preparing expense reports in accordance with AA&D policy. Performs administrative tasks including but not limited to photocopying; filing; mailing; preparing presentations; drafting, editing and proofreading correspondence, memos, briefings and reports; assisting with event coordination; and other related duties, as needed.
Serves as administrative support for the Reunion and Annual Campaigns Team. Including developing and implementing administrative systems; scheduling RAC-wide meetings, events, and activities; tracking agenda items, preparing agendas and materials for meetings, recording minutes, and initiating follow-up as needed; assisting with internal communication across teams and broadcast communication to alumni and parent volunteers; maintaining the RAC organizational charts and class assignments for internal and external audiences; and inputting and organizing volunteer and prospect data consistently and in a timely manner.
Serves as a key internal colleague to various audiences including but not limited to the Harvard Alumni Association, Individual Giving, Events, Communications, Operations, Facilities, IT, and Alumni and Development Services. Serves as external representative and provides customer service for donors, alumni, and parents.
Undertakes independent projects as required. Contributes to team effort by accomplishing related tasks and special projects as needed.
May be asked to provide additional support for the broader RAC team during times of peak activity or staff transition. Works closely with other members of the RAC support team to support and advance the goals of the department.
A strong emphasis is placed on office appearance. All areas must be in a neat, clean and organized fashion. This employee must always present a neat, clean and professional appearance.
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.
Please include a cover letter with your application.
Skills testing may be a component of the interview process for this position.
The department of Alumni Affairs and Development at Harvard University is committed to diversity. We welcome applicants who bring varied experience, thought, and practice to the department's mission to maintain and enhance an engaged community of alumni and friends worldwide and to lead the University's fundraising efforts.
Harvard University Benefits Package Vacation/Sick/Personal/Holidays: Harvard offers 3 (union roles) - 4 (exempt) weeks paid vacation, a paid holiday break between Christmas and New Year's Day, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days each year. Medical/Dental/Vision Benefit: Harvard offers a variety of excellent medical, dental, and vision plans which all begin on the first day of employment. Retirement: University-funded retirement plan with full vesting after 3 years of service. Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted study options through participating Harvard Graduate Schools. Transportation: Harvard offers a 50% discounted MBTA pass as well as parking options to assist employees in their daily commute to campus. Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complimentary health services. There are also fee-based athletic facility memberships available at various locations around the university for employees.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
High school diploma or GED required.
Solid computer skills in a PC environment, particularly Microsoft Office Suite, with the ability to master new software applications and technologies in database management.
Demonstrated ability to work under pressure with poise and confidence in a deadline-oriented environment. Proven ability to work independently as well as collaboratively on a team.
Sound organization, good judgment, rigorous attention to detail, adherence to policy and procedure, and the ability to handle sensitive/confidential information with discretion. Must be able to work competently and efficiently in a multi-task environment with a strong work ethic.
Knowledge of English grammar, spelling, and punctuation.
Strong interpersonal skills that includes an excellent phone manner and personal presentation.
Bachelor's degree from an accredited institution preferred.
Must be focused, motivated to learn, and flexible to change.
Must be a professional, confidential, honest and reliable person. Must have an even disposition with a poised confidence and have the ability to deal effectively and politely with people from different backgrounds, experience levels, and in all types of situations. Must have capability to evaluate problems accurately and display good, sound, and confidential judgment with excellent diplomatic skills.
Sense of humor is a plus.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 49670BR
About Harvard University Alumni Affairs and Development
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.