Reporting to the Senior Associate Director for University-wide Alumni Engagement and Events, this position provides administrative support for the Harvard Alumni Association's Deputy Executive Director as well as the University-wide Alumni Engagement and Events Team. 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. Responsibilities include:
Assists with logistical arrangements for department events including site selection, AV requests, catering arrangements, vendor management, and briefings
Staffs university-wide events including running registration, aiding in audience flow, running microphones, note taking, etc.
Manages complex calendars, travel arrangements, and expense reporting
Assists in the creation of web presence, registration forms, email communications, surveys, and nametags for University-wide events
Handles administrative tasks, light research, and list pulls, as needed.
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
Covers front desk duties per an established rotation schedule
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.
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
Two to three years related office experience
Exceptional customer service skills and strong writing skills necessary
Must be highly organized, proactive, detail oriented, and have the ability to work collaboratively in a multi-task environment
Must think quickly, remain self-motivated, and develop new skills as needed
Microsoft Office proficiency required
Must occasionally work weekend and evening hours
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
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: 49016BR
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.