Assistant Director, Project Management, Creative Services

06-Feb-2024

Alumni Affairs and Development

65004BR

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).

High performing creative services department is seeking a dynamic and seasoned Project Manager. Self-starter with the ability to communicate effectively (verbally and in writing) with a variety of personality types and position levels is required, as is a positive attitude and willingness and flexibility to help meet department/university goals in any capacity. Must be extremely organized and efficient. Managing expectations is as important as managing the projects.

This position reports to the Associate Director, Project Manager, Creative Services, and provides leadership on print, digital, multimedia, and event marketing communication projects from start to finish-through all phases: discovery, planning, execution, production, debrief, and close. The Assistant Director works with the creative staff and partners to define goals, identify metrics for success, and develop processes, milestones, and timelines to create and write project plans that ensure objectives and expectations are met--and takes appropriate action to overcome obstacles where necessary. Assigned projects serve various departments within the Alumni Affairs and Development unit. Experience managing multiple projects within multiple lines of business and within a higher education, development, or alumni setting is extremely helpful.

This individual will marshall the project resources (such as designers, writers/editors, print production, digital and multimedia producers, freelancers, etc. to name a few) allocated to the project. These resources may be assembled from within the department as well as other departments within AA&D, forming a truly cross-functional project team. The Assistant Director will liaise with project stakeholders on an on-going basis and report on project progression to the appropriate audiences and within the appropriate tools; guarantee quality data in project management systems (Workfront).

Position Description

In addition to the above requirements, this position requires strong writing, editing, and proofreading skills, familiarity with content management systems, digital tools, and media channels as well as the ability to multi-task, organize, and prioritize while maintaining high standards of accuracy and quality under deadline pressure.

Additional Responsibilities:

• Adhere to standard operating procedures, using department best practices for assessing, kicking off, executing, producing and closing a project.
• Develop project documentation - creative briefs, status reports, debriefs, etc.
• Ensure that managed projects are delivered successfully, on time, and on budget.
• Assist partners in developing and executing communications strategies, tactics, and plans.
• Attend, convene and/or facilitate meetings within AA&D and other units as needed. For example, may represent the creative services department in meetings with fundraising clients, including the vice president, associate vice president, and other senior administrators. In the course of completing assignments, may occasionally also interact with and represent the creative services department in meetings with alumni volunteers, deans, faculty, and students.
• Maintains a high level of understanding of philanthropy and alumni engagement in general and Harvard AA&D in particular.
• Other duties that would be in conformity with the level of the position.

Basic Qualifications

• Graduate of accredited four-year college with a degree preferably in Marketing, Communications, English, or Business/Management.
• Four or more years of creative services/marketing project management experience.

Additional Qualifications and Skills

• Ability to work extra hours during peak periods, including occasional evenings and weekends.
• Superb interpersonal skills.
• Strong writing and editing skills.
• Demonstrated ability to work collaboratively as a team member with an ability to function effectively in a highly complex organizational environment.
• Organized, deadline-oriented, and dependable.
• Demonstrated ability to work successfully under pressure, understand and implement policies and procedures, and be flexible as needed.
• Experience and confidence to set expectations with partners and peers.
• Ability to work independently to execute work and communicate effectively with the supervisor of all project developments.
• Excellent computer skills, including using a PC and Mac, with proficiencies in Microsoft Word, Excel, PowerPoint, project management tools, digital asset management, and HTML highly desired as well as working knowledge of Adobe Creative Suite. Willingness and ability to learn new programs.
• Knowledge of using the web for marketing communications purposes is highly desired.
• Willingness to learn and stay up to date with current best practices.

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, Communications

Department Office Location

USA - MA - Cambridge

Job Code

CM0357 Production Admin III

Department

Alumni Affairs and Development

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Education, 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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