Alumni Relations Assistant, University-wide Alumni Engagement and Events

07-Nov-2024

Alumni Relations Assistant, University-wide Alumni Engagement and Events

Alumni Affairs and Development

67220BR

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).

Reporting to the Director for University-wide Alumni Engagement and Events, this position provides administrative support for University-wide Alumni Engagement and Events Team and the Director. Key project areas include alumni and faculty research and reporting, University-wide alumni engagement event support, and support for cross-departmental initiatives within the Harvard Alumni Association.

Position Description

• Assists with logistical arrangements for department events including virtual event controls, in-person site selection, AV requests, catering arrangements, staffing, and briefings
• Manages the creation of web presence, registration forms, surveys, nametags, and materials for University-wide events
• Staffs University-wide events including handling webinar controls, running registration, aiding in audience flow, running microphones, note taking, etc.
• Manages complex calendars, travel arrangements, and expense reporting
• Handles administrative tasks, light research, and list pulls
• Keeps office records and files; provides information to alumni, faculty, and staff; handles correspondence, database management, and supply ordering
• Coordinates meetings, notes, and follow up for University-wide programs and volunteer committees
• Engages and stewards Harvard alumni by phone, in writing, and at events
• Collaborates effectively in a complex organization with multiple constituencies
• Handles confidential information with appropriate discretion and sensitivity

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, including ability to work some evenings and weekends in conjunction with the HAA Board meetings, College Class activities, and Commencement.

Basic Qualifications

• One to two years related office experience; education many count towards experience
• Exceptional customer service skills and strong writing skills
• Highly organized, proactive, detail oriented, with the ability to work collaboratively in a multi-task environment
• Able to think quickly, remain self-motivated, and develop new skills as needed
• Proficient in Microsoft Office software
• Must occasionally work weekend and evening hours

Additional Qualifications and Skills

• BA/BS degree or equivalent; office experience in an academic environment ideal
• Demonstrated strategic thinking and writing skills
• Demonstrated abilities to evaluate problems accurately and display sound judgment
• Demonstrated cultural sensitivity and awareness of diversity issues regarding the internal and external Harvard community
• Experience with databases and/or event management technology preferred
• Prior experience in complex calendar management and coordinating domestic/international travel arrangements preferred

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.

Work 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.

This position is hybrid and may be subject to change due to any operational adjustments in the department.

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.

Job Function

Alumni Affairs and Development, General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403033 Staff Assistant III

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

053

Department

Alumni Affairs and Development

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

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.

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.

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