Administrative Coordinator - Alumni Engagement

Updated: about 2 months ago
Location: Boston, MASSACHUSETTS


Harvard Medical School


Job Summary

SUMMARY: This position in Alumni Engagement reports to the Senior Managing Director and is responsible for independently performing a wide range of complex duties to support the annual HMS-HSDM Reunion, HMS Alumni Council business and elections, Class Agent volunteer work, the business and processes of the Alumni Engagement (AE) team including confidential administrative duties, data maintenance and analysis related to the alumni and donor population, and more. The Coordinator partners with HMS department administrators, alumni leaders, faculty, and staff on program efforts. Anticipates and resolves problems; creates and maintains project management strategies, timelines, and organizational systems; regularly updates supervisor and other stakeholders on status of projects.

Job-Specific Responsibilities

Typical Duties
1.    Work closely with the Senior Managing Director and assists with day-to-day business of the AE team including team meeting preparation, reporting, data maintenance, inter-department coordination, and other tasks. Develop, refine, and maintain organizational processes and timelines for new and existing projects.
2.    Interface with MD alumni to manage Reunion and Alumni Day Registrations. Process online and paper registrations including credit card processing and reimbursement, train internal partners on process and software to assist with registration processing, may report regularly on registration numbers and year-over-year comparisons and analysis. Oversee on-site registration during Reunion and Alumni Day, which may include coordinating and serving as the point-person for colleagues helping with Reunion and Alumni Day registration
3.    Work closely with Senior Managing Director to administer Alumni Council business including three (3) meetings annually. Prepare draft slides and meeting materials. Work directly with Council members to manage hotel accommodations and travel reimbursements for annual meetings. Also partner on several Alumni Council projects:
i.    Oversee election process logistics in partnership with Senior Managing Director, collect biographical materials and research candidates (may collaborate with the Research team), build and track paper and online ballots. Work directly with the Slate Committee, a sub-committee of the Council, to build and refine the annual slate of candidates, collecting recommendations, coordinating Slate Committee conference calls, organizing Alumni Council voting process, and more.
ii.    Prepare and distribute monthly Dean’s Council leadership-level donor list to Chair of Alumni Giving to facilitate personal acknowledgement process as part of AE stewardship program.
iii.    Assist, as needed, the Executive Director to support the work of the Harvard Alumni Association Directors who serve on the Alumni Council.
4.    Serve as contact for several non-Reunion MD alumni classes to serve as contact for incoming inquiries and support the work of Class Agent volunteers and related event or program activity.
5.    Perform data entry in Advance database for various events, meetings, and outreach and pull lists from Qlikview dashboard for projects and data analysis.
6.    Maintain financial documentation, processes invoices, and may prepare quarterly budget reports.
7.    Oversee alumni giveaways, ordering, inventorying, and distributing as needed.
8.    May participate in department and university-wide activities that contribute to Alumni Relations and/or event-related engagement work.
9.    Assess and present ROI for specific events and projects. May compile data and analyze alumni engagement over time.
10.    Draft, edit, and prepare appropriate agendas, correspondence, and reports for staff, administrators, and alumni using word processing, spreadsheets, and/or databases.
11.    Contribute to smooth day-to-day flow of communications within the unit.
12.    Research and report on AE benchmarking among peer institutions and Universities.
13.    Participate in interdepartmental initiatives and projects as needed.

Basic Qualifications

Three or more years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills

Excellent interpersonal and communication skills required. Ability to prioritize work in a fast-paced environment with multiple and conflicting interests. Ability to work independently with minimal supervision. Professionalism and organization required. Ability to handle complex and confidential information with discretion. Basic Microsoft Office skills required, familiarity with databases (Advance), event registration software, and HTML, a plus. Sense of humor a plus.

Additional Information

This Staff role is starting as a remote position due to the COVID-19 pandemic and while the Massachusetts COVID-19 state of emergency restrictions are still in place. The current remote nature of this role is considered temporary and may change as the University continues to evaluate options. While we continue to monitor the evolving COVID-19 guidelines, local on-campus work may be expected for some roles. Harvard Medical School does support flexible schedules, subject to individual departments’ business needs.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

We are committed to cultivating an  inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

Harvard University offers an outstanding benefits package including:

  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
  • Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.

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Job Function

General Administration


USA - MA - Boston

Job Code

403134 Coordinator I


Alumni Affairs & Development


55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening



35 hours/week | Monday-Friday | 9:00am to 5:00pm

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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