Staff Assistant, College Alumni Programs

19-Sep-2022

Alumni Affairs and Development

59823BR

Job Summary

This position will be based on our campus in Cambridge, MA. 

Alumni Affairs and Development (AA&D) comprises the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, and the Harvard Alumni Association (HAA). There is a unique relationship between the University and the FAS fundraising operations, resulting from a long history in which University fundraising ultimately grew out of College fundraising.

Harvard Alumni Association
The Harvard Alumni Association (HAA) is the University-wide alumni association for Harvard University. It is also the home to the Harvard College and Radcliffe College alumni/ae association and the staff that support them.  In its University-wide capacity, the HAA serves alumni of all eleven schools at Harvard in a manner supportive of and complementary to the work of the individual school alumni offices. Harvard University alumni span the globe at nearly 400,000 strong – more than 327,000 are in the USA, with 204 international countries represented.

Summary:
This full-time non-exempt position provides a broad range of complex program and administrative support to the Reunions and College Alumni Programs teams. Reports to the Associate Director of College Reunions. Work in close partnership with the Alumni Affairs and Development Events team, as well as with alumni, students, faculty, senior administration, and administrative personnel in a fast-paced, high-volume, deadline-driven environment.

Position Description

• The below 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.
• Provide occasional administrative support to the Director of Reunions and Senior Director, College Alumni Programs, including answering and directing telephone calls, managing calendars, completing expense reports and maintaining filing systems. Provide additional support to Associate and Assistant Directors on the team, including taking meeting notes, pulling alumni lists, and arranging Zoom meetings. Serve as the point of contact for Reunion website updates throughout the year.
• Handle general inquiries for reunions by answering and directing calls, mail, and messages. Helps maintain accurate contact information for all Harvard Reunion volunteers.
• Serve as the point-person to respond to reunions-related inquiries, and act as the liaison to classes in their reunion year. Support alumni volunteers throughout the reunion planning year. Manage aspects of the student worker program, and oversee the recruitment, hiring, and paperwork for student workers.
• Assist in the planning and execution of all reunions programming including spring reunions and other Harvard Alumni Association events as required. Follow processes to ensure the delivery of successful and well-organized reunions, including planning, promotion, preparation, execution, and evaluation. Ensure preparation of onsite materials. Conduct research and compile relevant background materials for meetings, events, and projects. Assist in creating agendas, arranges catering orders, and takes minutes for reunion committee meetings. Staff Reunion Weekend in late May/early June, providing customer assistance to alumni and being available on-site in Cambridge for event support.
• Assist the Associate Director with the Reunion Leaders Roundtable. Assists with invitations and presentations; creates email communications, inputs and download registration information, send confirmation emails, prepare workshop materials, create surveys and analyze the data, and answers questions from alumni regarding the series. Provides staff support during all series events.

Basic Qualifications

• Minimum of 1-2 years of related experience; education beyond high school may count towards experience.
• Must possess exceptional customer service skills.
• Occasional evening and weekend work required.

Additional Qualifications and Skills

• Must be professional, proactive, collaborative, and results-oriented and be able to adapt to changing priorities.
• Must have ability to establish and promote good working relationships with alumni volunteers and colleagues. 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. It is critical that the individual be courteous and flexible under stress.
• Superb written and oral communications skills, with excellent attention to detail. Strong grammar, spelling and proofreading skills are essential.
• Superior customer service orientation and public relations skills; ability to work with internal and external constituencies in pleasant, efficient, and positive manner. Team player that works well with other members of the staff and a diverse alumni community.
• Advanced organizational skills with ability to take initiative and demonstrate excellent follow-through. Ability to prioritize and multi-task to meet demands in fast-paced environment, and successfully complete tasks in a timely and efficient manner.
• Proven ability to work independently and take initiative. Must be professional, proactive, collaborative, and results-oriented and be able to adapt to changing priorities.
• Demonstrated ability to evaluate problems accurately and display good, sound, and confidential judgment. Must maintain a professional, caring, and conscientious demeanor at all times.
• Cultural sensitivity and awareness of diversity issues regarding the internal and external Harvard community.
• Excellent computer skills and Microsoft Suite: Word, Outlook (Calendar), Excel and PowerPoint. Capability to master new software applications and technologies.
• This position includes hours of overtime on both evenings and weekends throughout the year and during the peak time in Spring. Job occasionally requires standing for long periods of time and the ability to lift and carry heavy objects.

Additional Information

This position requires a 3 month orientation and review period.
Please include a cover letter with your application.

About Harvard University
Harvard University, based in Cambridge and Boston, Massachusetts, was established in 1636 and is the oldest institution of higher education in the United States. The University is home to over 20,000 students and employs 18,000 people, making us the fifth-largest employer in Massachusetts. Harvard is a special place, filled with diverse, energetic, and talented people who are driven to grow and succeed. By working here, you join a vibrant community that advances Harvard’s world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise.

Why AA&D?
We are a dedicated team of 400 alumni affairs and development professionals supporting Harvard’s advancement activity through roles that include front-line fundraising, alumni and volunteer engagement, technology, events, communications, prospect management and research, business process, talent management and many other areas.

Harvard’s Alumni Affairs and Development team inspires and galvanizes alumni, friends, and members of the University community to support Harvard through philanthropy, governance, and active engagement. AA&D believes a workplace that reflects the diversity of our society and our ever-evolving University constituency makes us a stronger and more effective organization. Our goal is to create an environment of respect that values the many talents, perspectives, and experiences of our community, 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. AA&D strives to live our values of respect, inclusion, trust, collaboration, innovation and sharing of information in our daily interactions and our work.

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/.

Discover AA&D and Harvard University Benefits

• Opportunities for internal advancement
• A creative, high- energy, collaborative environment
• Generous Vacation, Sick, Personal, and Holiday pay
• Medical, Dental and Vision benefits starting on your first day
• University-funded retirement plans
• Tuition Assistance Program
• Transportation benefits to help with your daily commute
• Health and wellness discounts, memberships and programs

Additional benefits can be found at https://hr.harvard.edu/totalrewards.

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.

Vaccine Requirements:  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 “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . 

Job Function

Alumni Affairs and Development, General Administration

Location

USA – MA – Cambridge

Job Code

403033 Staff Assistant III

Department

Harvard Alumni Affairs and Development

Union

55 – Hvd Union Cler & Tech Workers

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.