Development Assistant, Office of Gift Planning, Faculty of Arts and Sciences

28-Feb-2024

Alumni Affairs and Development

65057BR

Job Summary

A key member of the Gift Planning team for the Faculty of Arts and Sciences, the Development Assistant provides comprehensive support to two Gift Planning fundraisers.

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).

FAS Development is responsible for the fundraising efforts supporting the Faculty of Arts and Sciences, including Harvard College, the Harvard John A. Paulson School of Engineering and Applied Sciences, and the Graduate School of Arts and Sciences. FAS Development staff work with donors, alumni, parents, and friends who provide critical support for the FAS and often for other parts of the University.

Position Description

The list below covers the most significant responsibilities of the position. However, it does not exclude other duties, the inclusion of which would be in conformity with the level of the position.

• Provides customer service to internal and external stakeholders such as colleagues, donors and/or alumni. Manages incoming inquiries for the Office of Gift Planning (OGP): monitors the OGP email inbox and answers phone calls to the OGP main line; responds to/forwards inquiries as appropriate. Similarly, manages inquiries from FAS colleagues and leads from University Planned Giving.
• Supports the administrative needs of the John Harvard Society (JHS).
  • Responds to donor requests for legal bequest language. Produces appropriate follow-up letters, acknowledgement packet and JHS welcome letter from officer and chair, following confirmation of bequest intentions.
  • Updates JHS information in the University’s central database (Advance) and online membership roster.
• Supports logistics for John Harvard Society business meeting and recognition event Maintains calendars for gift officers, organizes meetings, and takes/distributes notes.
• Provides support to gift officers throughout the entire prospect management process including (but not limited to) prospect outreach, data gathering and maintenance, scheduling, meeting preparation and follow-up on action items. 
• Partners with gift officers to write high quality donor briefings for meetings with the President, Deans, Provost, Faculty, and other staff.
• Coordinates gift officers’ travel arrangements, reimbursements, and expenses in collaboration with the budget office.
• Achieves proficiency in the alumni/donor database to research prospects, organize data and produce reports. Regularly updates the alumni/donor database to ensure all information is entered accurately and timely.
• Develops and prepares necessary background and solicitation materials prior to prospect meetings and is responsible for follow-up, which may include provision of various materials, and entering contact/visit reports.
• Serves as a resource for colleagues and external stakeholders for policies, protocols, and procedures. Disseminates OGP policies, etc., via appropriate channels (e.g., The Source).
• Builds relationships and collaborates with other departmental teams including (but not limited to) the Harvard College Fund, FAS Principal Gifts, FAS Major Gifts, FAS Communications, FAS Events, University Development Office (University Planned Giving in particular), Alumni Development Services, Development Technology Services, and the Harvard Alumni Association.
• Participates in various team and staff meetings throughout the year and is an engaged member of the team.
• Executes other job-related duties as required.

Basic Qualifications

• 1-2 years of related experience, education beyond high school may count toward
• Strong knowledge of Microsoft Office software
• Strong writing skills and attention to detail
• Available to work additional evening/weekend hours if necessary

Additional Qualifications and Skills

The successful candidate will be highly organized and able to work independently.
They will have strong project management skills (e.g., tracking deadlines, coordinating stakeholders).
They should be mission driven, have attention to detail, strong organizational ability, and robust communications skills.

Working Conditions

Workplace role requirements outside of campus-based engagements required by AA&D/team or unit, such as reunion activities, retreats, etc. You will be expected to work certain events/campus activities, such as reunions each spring, and participate in department retreats that are taking place on campus in Cambridge, MA.  We will do our best to give you up to 2-weeks’ notice with these situations. 

• For those interested in remote work, this position can be performed as fully remote.  AA&D does require visits to Cambridge for on or around campus-based engagements required by AA&D leadership, your team or unit, such as reunion activities, retreats, etc.   All remote work must be performed in a state in which Harvard is registered to do business (CA, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA).  Additional details will be discussed during the interview process.    

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 position is eligible for 100% remote work. Employees may work from any 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.

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

Department

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.

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