The Development Coordinator provides the highest level of administrative support to ensure the smooth execution of all activities for the Managing Director of Regional Development and the Assistant Dean of Development and Alumni Relations at the Harvard Graduate School of Design (GSD). Reporting to the Managing Director, this position is a crucial member of the GSD Development and Alumni Relations (DevAR) office, responsible for performing a wide range of duties to ensure smooth daily operations, effective administration, and clear communications. This person works independently and collaboratively in a fast-paced work environment with multiple and changing priorities and anticipates and resolves problems.
TYPICAL DUTIES AND RESPONSIBILITIES:
Performs necessary support duties for the Managing Director of Regional Development (MD) and the Assistant Dean of Development and Alumni Relations (AD). These duties include but are not limited to: preparing agendas for officer travel and internal meetings, drafting briefings, drafting and editing correspondence, and running donor reports. It also involves managing calendars, coordinating regular team meetings, confirming appointments, making travel and accommodation plans, and reconciling officer expenses.
Coordinates all aspects of the MD and AD prospect meetings including requesting updated prospect research; scheduling meetings, coordinating logistics, itineraries, briefing management; record-keeping in the donor database; follow-up correspondence, contact reports, and next steps.
Supports the MD and AD portfolio work by serving as a strategy/thought partner, actively advancing next steps for cultivation, solicitation, and stewardship, guided by understanding GSD and the University and funding priorities and activities. Helps prepare for and participates in high-level prospect strategy meetings.
Works with both MD and AD on drafting, editing, reviewing, and formatting gift proposals and briefings.
Assists with the coordination and execution of important internal and external meetings.
Conducts internet and database research on donors and works with the University's research department as needed.
Responsible for implementing and coordinating logistics for small cultivation and stewardship events and driving appropriate follow-up process along with MD and AD.
Contributes to briefings for senior-level administrators, faculty, and the dean by conducting research and utilizing resources to prepare the first draft and making the document ready for AD and MD input, including writing background information, objectives, and talking points for the dean.
Pulls, organizes, and analyzes donor lists for use in prospect and pipeline development.
Works closely with colleagues across the DevAR team, including Director of Operations and Administration on Gift Policy Committee approval, donor research, gift terms, etc.; Assistant Director of Development Data Operations on fundraising reporting and tracking; Director of Strategy on proposal and product development; Executive Coordinator on Dean's Office activity; Assistant Director of Events and Experiences on both large- and small-scale events; and many others.
In coordination with DevAR development operations, maintains pipelines and keeps data accurate and updated according to the donor life cycle.
Oversees the entry and upkeep of Next Steps and Next Step Dates in Advance. Follows up with fundraisers to ensure they complete assigned tasks on time.
Performs administrative duties to support MD and AD, such as entering trip reports and other contact reports into Advance database system.
Participates in regular departmental meetings and task forces and serves on school or university-wide committees.
Performs other duties as required in response to the department's changing needs.
This position's responsibilities also consist of varied projects and tasks that arise out of ongoing shifting demands that cannot always be foreseen. Flexibility, priority-setting and re-prioritizing, and initiative are essential.
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. 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
5+ years of related administrative support experience, preferably in an academic environment or development office.
Must possess strong written and verbal communication and customer service skills.
Strong entrepreneurial mindset is essential. Ability to successfully operate in situations that have parameters and guidelines, and in situations or an environment with few guidelines, parameters, and existing frameworks.
Embody a high degree of professionalism and the ability to handle sensitive and confidential materials with sound judgement and discretion.
Must be proactive and self-motivated to learn, ask questions, identify areas of need and opportunities for the team to improve and grow.
Excellent organizational skills required.
Capable of managing multiple assignments from multiple sources; be efficient, organized, detail oriented, and able to meet project deadlines.
Exceptional written and verbal communication skills. Strong writing skills for effective internal communication, writing and revising briefings, drafting internal and external correspondence for senior academic leaders and at times for managers.
Must be professional, enthusiastic, collaborative, focused, motivated to learn and flexible to change, reliable, and able to work effectively with people from different backgrounds and experience.
We are looking for people who:
Are highly organized, flexible, and adaptable, with strong attention to detail and the ability to follow-through on tasks.
Work independently with minimal supervision, as well as part of a team.
Thrive in a fast-paced environment and can juggle competing priorities on tight deadlines.
Employ effective verbal and written communication skills, including editing and proofreading.
Can establish collaborative working relationships with internal and external constituencies.
Have experience arranging complex domestic and international travel.
Have a commitment to valuing diversity and contributing to an inclusive working and learning environment.
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.
About Harvard University Graduate School of Design
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.