Alumni Relations Assistant Specialist, Volunteer Leadership and College Alumni Programs

Updated: 5 months ago
Location: Cambridge, MASSACHUSETTS


Posted: 10-May-23

Location: USA - MA - Cambridge

Type: Full-time

Salary: Open


Alumni Affairs

Internal Number: 62353BR

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).

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.

The alumni relations assistant Specialist works in close partnership with alumni, students, faculty, senior administration, and administrative personnel in a fast-paced, high-volume, deadline-driven environment.  The Assistant specialist coordinates and supports activities for alumni ranging from undergraduates to the eldest alumni.

Position Description

  • Authors and updates Nominating Committee database, including independent and confidential research on potential Overseer and Elected Director candidates.
  • Staffs Nominating Committee meetings with University Leadership, supporting Assistant Director with record keeping and logistics, including catering contracts.
  • Assists with marketing, registration management, materials creation, and staffing for signature programs such as HAA Board Meetings, Executive Committee retreats, Commencement, Harvard Alumni Day, Class meetings, and other HAA-sponsored events as assigned. This includes creating online registration forms, maintaining Harvard websites, sending broadcast emails, maintaining registration information, event production, database management (Filemaker Pro, Excel, and Advance), and answering event-related questions.
  • Coordinates and executes email copyediting and marketing campaigns.
  • Assists with the coordination of the HAA volunteer headquarters in Harvard Yard on Commencement Day and Harvard Alumni Day.
  • Manages and coordinates Commencement and Harvard Alumni Day ticket distribution to the public and University community.
  • Drafts program briefings and timelines for volunteer and staff senior leadership. Compiles and distributes materials.
  • Creates Run of Shows for Zoom programs, serves as technical point person for program, including editing and posting recordings.
  • Assists with the process of welcoming new volunteers and thanking those that are rotating off including mail merges, database management, certificate creation, and mailings.
  • Supports the administrative work of the Volunteer Leadership and College Alumni Programs teams.
  • Keeps office records and files; provides information to alumni, faculty and staff; handles correspondence, mailings, reimbursements, database management, web updates, and notetaking.
  • Coordinates calendars and assists with meeting scheduling and logistics.
  • Interacts and supports alumni and community members ranging from current students to 90+ year-olds.
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, Commencement, and Harvard Alumni Day.

Basic Qualifications

  • Two to three years related office experience.
  • Exceptional customer service skills, strong writing skills, and attention to detail necessary.
  • Microsoft Office proficiency required.
  • Must occasionally work weekend and evening hours.

Additional Qualifications and Skills

  • BA/BS degree or equivalent; office experience in an academic environment ideal. Must be highly organized, detail-oriented, and have strong interpersonal and communication skills. Must be professional, proactive, collaborative, results-oriented, and be able to adapt to changing priorities. Must possess exceptional customer service skills.
  • Must have ability to establish and promote good working relationships with alumni volunteers and donors. 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 essential that the individual be courteous and flexible under stress. Must be able to work independently and take initiative.
  • Must have demonstrated abilities to evaluate problems accurately and display good, sound, and confidential judgment. Must maintain a professional, caring, and conscientious demeanor at all times.
  • Must have cultural sensitivity and awareness of diversity issues regarding the internal and external Harvard community.
  • Solid computer skills in a PC environment with the capability to master new software applications and technologies. Advanced expertise in the functional use of Word and Excel are required. Excellent word processing and accurate keyboarding skills required
  • Job occasionally requires standing for extended periods of time and the ability to lift and carry heavy objects.  

Working Conditions

Partially remote (some weekly on campus presence required)
  • This position will be based in Cambridge, MA.  AA&D actively supports hybrid work where business and team needs allow. 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.
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 .
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: Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees are required to provide proof of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage . Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University's COVID-19 Information Website .

Salary Grade: 054

Union: 55 - Hvd Union Cler & Tech Workers

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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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.
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