Planned Giving Processing Specialist

30-Jan-2023

Alumni Affairs and Development

61185BR

Job Summary

This position will be based on our campus in Cambridge, MA. 

Alumni Affairs and Development (AA&D) comprises the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, and the Harvard Alumni Association (HAA). There is a unique relationship between the University and the FAS fundraising operations, resulting from a long history in which University fundraising ultimately grew out of College fundraising.

AA&D Resources
AA&D Resources encompasses teams that support all units across AA&D plus all schools and units across the University. AA&D Resources includes Technology and Support Services, Business Process and Operations, Alumni and Development Services (ADS), Administration and Finance, Events, Communications Creative Services, Research and Prospect Management, Human Resources, and the AA&D Talent Program.

SUMMARY:
This full-time non-exempt position is responsible for processing and maintaining gift and biographical information for the Harvard University system of record, including reviewing the work of others, with a particular focus on complex giving vehicles such as planned gifts, special investments, estates, outside held trusts, and royalties.

The position interacts and communicates with AA&D staff, other University-wide staff, alumni, and students in a professional and productive manner. This position requires a high level of organization, professionalism, thorough knowledge of the Alumni Affairs and Development’s philosophy, a high level of customer service and the ability to identify customer needs.

Position Description

• Manage the intake and processing of all planned giving transactions to the Advance database, in concert with the Trust Administration team
• Assist with the design, creation, and maintenance of planned giving processing workflow
• Work with colleagues in Trust Administration, Harvard’s trust and estates attorney, and finance offices to manage intake and processing of bequest, outside held trusts, and royalties gifts in Advance and the general ledger
• Maintain procedures for paperless workflow for multiple gift types
• Proof batches of work produced by processors and specialists for accuracy before gift is closed in Advance.
• Serve as a daily resource for processing related questions for processors and specialists.
• Read, interpret, and verify the gift and biographical information supplied on the different source documentation and confirm identities of entities.
• Search database as necessary to accurately associate each gift or biographical piece of information with the appropriate entity. Perform research as needed to ensure the accuracy of the data that is being processed.
• Add or maintain basic gift and biographical data in the Advance database.
• Process gifts using digital images and navigating SharePoint to manage workflow
• Accountable for accuracy and integrity of all gift and biographical data.
• Communicate regularly and proactively with management to raise work issues. Identify options for resolution.
• Be conscious of data security and risk management. This position is privy to sensitive and confidential information.
• This position deals primarily with the following specialty gift types- life income gifts, bequests, royalties, and complex giving types such as special investments.
• 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

• High School graduate or GED equivalent.   
• Proficiency with Microsoft Office and experience working with databases.  

Additional Qualifications and Skills

• College background preferred.
• Must be focused, motivated to learn and flexible to change. Must have excellent.
• Discretion and past experience working with confidential data.
• Interpersonal skills and must take the initiative to maintain a strong work ethic at all times.
• Willingness and ability to learn new systems as necessary.
• Demonstrated ability to identify, research and find resolutions to complex gift and record challenges.
• Proven customer service skills with ability to interact tactfully and professionally with people from all types of backgrounds.
• Ability to handle shifting priorities and work on multiple tasks simultaneously. Ability to work independently as well as part of a team in a fast-paced environment.
• Sound judgment, analytical skills, and decision-making capability required.
• Excellent written and verbal communication skills required.

Additional Information

This position requires a 3 month orientation and review period.
Please include a cover letter with your application.

About Harvard University
Harvard University, based in Cambridge and Boston, Massachusetts, was established in 1636 and is the oldest institution of higher education in the United States. The University is home to over 20,000 students and employs 18,000 people, making us the fifth-largest employer in Massachusetts. Harvard is a special place, filled with diverse, energetic, and talented people who are driven to grow and succeed. By working here, you join a vibrant community that advances Harvard’s world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise.

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 https://dib.harvard.edu/.

Harvard University Benefits:  Information can be found at https://hr.harvard.edu/totalrewards.

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 .

Job Function

Alumni Affairs and Development, Finance

Location

USA - MA - Cambridge

Job Code

405007 Financial Professional (N)

Department

Alumni Affairs and Development

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Credit, Criminal, 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.