Development Assistant, External Relations

18-Apr-2024

Harvard Business School

65504BR

Job Summary

Working in the Harvard Business School (HBS) Development Office, this position is responsible for administrative activities that support frontline fundraising activities including portfolio and prospect management, fundraising results and projections, gift proposals, terms, and gift agreements. The Development Assistant works collaboratively across the team bringing all together in support of HBS fundraising.

This position supports the Gift Opportunities and Moves Management team and reports to the Senior Associate Director of Development Administration. As the Development Assistant for the Gift Opportunities and Moves Management team, they manage a range of team-wide efforts as well and projects. They are a process-oriented, strategic thinker who anticipates and proactively resolves problems, excels at multi-tasking, is a team player, is flexible and adaptable, and has strong project management and data management skills. They deliver excellent customer service and work collaboratively with other support staff and colleagues. In addition to providing day-to-day administrative support, this individual owns substantive projects benefiting the organization.

Position Description

Responsibilities Include:

• Creates and distributes monthly and ad hoc development fundraising activity reports to the Development team.
• Assists with data integrity auditing to ensure accurate fundraising reporting.
• Coordinates prospect and portfolio submissions entered via the External Relations Information Technology team.
• Serves as the liaison for to coordinate and prioritize large data requests, tracking progress to completion.
• Supports portfolio management activities including compiling the agenda and materials for the monthly
• Prospect Strategy Sessions (PSS) and list generation for biannual Portfolio Review Meetings.
• Compiles details on portfolio decisions with rationale to be added to the database for future review.
• Under direction of the Assistant Director utilizes existing templates to draft gift documentation.
• Tracks the terms review process with the University Alumni & Donor Services (ADS) team and maintains Workfront tracking providing updates on outstanding items.
• Partners with donor relations and gift management teams on all new restricted fund requests, updates, or gift transfers.
• Ensures accuracy of gift information and communicates necessary background to facilitate a seamless transition of the donor from solicitation stage to stewardship.
• Responsible for maintaining, organizing, and updating the team’s internal shared files and fundraiser share sites that provide tools and resources for frontline officers.
• Provides training and serves as a resource to DAC peers on HBS business practices for all prospect management activities.
• Manages the calendar for all team-wide and/or team-led meetings.
• Helps outline agenda and prepares meeting materials, records meeting minutes and handles next steps as assigned.
• Drafts monthly and officer communication emails.
• Compiles and distributes monthly team-wide metrics.
• Coordinates travel, meeting and event preparation for team members as needed.
• This includes calendar updates, compiling research, providing event support, preparing materials for alumni meetings and correspondence, completing expense reports, entering contact reports, next steps and strategy notes.
• Ability to perform the essential duties of the position with or without reasonable accommodation.
• This role is responsible for other duties as assigned.

Basic Qualifications

• High School Diploma, GED, or equivalent is required.
• 3+ years of experience in administrative support role(s) and/or related experience is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint and Outlook) experience is a must.

Additional Qualifications and Skills

• Excellent verbal and written communication skills
• Proven customer service, interpersonal and organizational skills
• High level of attention to detail, ability to work independently, and work effectively with interruptions to meet tight deadlines and respond quickly.
• Ability to interact appropriately across all organizational levels and with alumni and donors
• Ability to manage confidential information appropriately with a high level of sensitivity and discretion Ability to learn new software and databases
• The ideal candidate will act as a leader amongst the greater Development Administration Team and set a positive example for other support staff across the team.
• An inclination towards peer mentorship and an impulse to improve processes and foster teamwork is strongly preferred
• Familiarity with Advance Web or other Customer Relationship Management programs/reporting tools and a working knowledge of complex excel functions is a plus

Working Conditions

• This role must be able to work weekends twice a year to provide support during HBS MBA reunions and during some designated University holidays.

Additional Information

This role is offered as a hybrid (some combination of onsite and remote) where you are required to be onsite at our Boston, MA based campus 2 days per week. Specific days and schedule will be determined between you and your manager.

We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.

A cover letter is required to be considered for this opportunity.

Harvard Business School will not offer visa sponsorship for this opportunity.

Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one 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 - Boston

Job Code

403033 Staff Assistant III

Work Format

Hybrid (partially on-site, partially remote)

Department

External Relations

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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