Development Assistant, Principal Gifts, University Development Office

03-Jan-2024

Alumni Affairs and Development

63312BR

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).

University Development Office (UDO)UDO works closely with the President and Provost, and their teams, to determine their development efforts, leads fundraising for University principal gifts, initiatives and international fundraising, and coordinates cultivation and stewardship strategies for a select group of top prospects.

This full-time non-exempt position in the University Development Office supports the work of two senior fundraisers on the Principal Gifts team. This position is part of a dynamic, fast-paced team that works to raise 8- and 9-figure gifts to support Harvard, focusing primarily on priorities identified by the President, Provost, and Deans, often spanning disciplines and Schools.

Position Description

• Serves as primary point of contact for alumni and donors working with the Senior Executive Director and the Senior Director and assists in managing the stewardship of these relationships through regular phone and in person contact.
• Respond to phone and email inquiries and maintaining calendars. Maintains and ensures records and documents are organized and accessible; two busy and demanding schedules are managed to maximize impact Assist with managing projects, tasks and workflow.
• Draft a high volume of briefings, correspondence, contact reports, meetings agendas, and memos. Manage correspondence, memos, reports, and prospect briefings using complex database (Advance). Provide general internet and computer support including internet research, data gathering, and general information.
• Make travel arrangements including booking travel and accommodations; managing trip itineraries including scheduling appointments, confirming locations troubleshooting during travel days as needed. Prepares detailed expense reports and ensure trip follow up is completed, including preparing debriefs and making database updates.
• Schedule meetings and appointments, and update managers on all schedule change. Anticipates and resolves scheduling conflicts and proactively reviews calendar to ensure key deadlines can be met by the Senior Directors.
• Maintain electronic files on principal gift prospects and projects.
• Creates and maintains documents to track portfolio activity. Research prospects and produces reports and lists using the Advance database. Review prospect data for accuracy.
• Collaborate with colleagues to plan and execute prospect events, assemble and prepare event materials, send out and track invitations, send out reminders, plan menu and event timeline. Maintain various tracking reports to assure accurate and up-to-date information on prospects and event attendance.
• Process and book complex, high-level gifts through the proper channels. Inform fundraisers of completed gifts and communicate with colleagues to ensure accurate stewardship.
• Cultivates favorable relationships and works closely throughout the year with other University-wide and AA&D departments including Events, senior level
• faculty and administrators, School partners, and Harvard Alumni Association to help accomplish the goals of principal gift fundraising.
• Contributes to team effort by accomplishing related tasks and special projects as needed.
• 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.

Basic Qualifications

• One to two years of related office experience.
• Exceptional customer service skills, strong writing ability, and attention to detail necessary.
• Microsoft office proficiency required.
• Must occasionally work weekend and evening hours.

Additional Qualifications and Skills

• College degree from an accredited institution strongly preferred.
• Must be highly organized, detailed oriented and have the ability to work competently and efficiently in a multi-task environment. Strong written and oral communication skills, including strong knowledge of English grammar, spelling and punctuation.
• Ability to accurately proofread and edit correspondence.
• Strong interpersonal skills; excellent phone manner and personal presentation.
• Ability to work under pressure, understand and follow policies and procedures, and accommodate change.
• Ability to work independently as well as collaboratively on a team.
• Experience interacting with corporate executives and senior level staff preferred. Comfortable speaking in group setting.

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. 

• 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.

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 our Alumni Affairs and Development team, please visit our website 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.

Benefits

We invite you to visit Harvard’s Total Rewards website 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

Work Format

Hybrid (partially on-site, partially remote)

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.