Working in administration for Alumni Affairs and Development this position provides the highest level of administrative support to the activities of the Senior Executive Director for Administration for Alumni Affairs & Development and for other senior positions as assigned. This position is responsible for performing a wide range of duties to ensure smooth daily operations, effective administration and meeting management, and clear communications. Serves as principal administrative contact and liaison for internal constituencies and partners across the University. Works independently with minimal supervision in a fast-paced work environment of multiple and changing priorities. Anticipates and resolves problems.
Day-to-day administrative duties include scheduling meetings and actively managing busy and complicated calendars; organizing and preparing meeting materials and follow-up materials; assisting supervisors with their overall workflow management, including active management of to-do lists and triaging tasks to prevent backlogs; drafting e-mails, correspondence, reports, spreadsheets and presentations; responding to phone inquiries; and making travel arrangements, including creating expense reports and processing reimbursements in a timely fashion. Other duties include creating and maintaining electronic and hard-copy filing systems; data input and retrieval from Advance database and the AA&D Intranet; accurate proofreading, and project facilitation.
DUTIES AND RESPONSIBILITIES:
Provides administrative support to the Senior Executive Director and provides back up coverage to others in AA&D as needed, including responding to phone inquiries, scheduling meetings, making travel arrangements, preparing and editing documents, presentations and spreadsheets, filing, completing expense reports, maintaining Advance database as necessary.
Proactively manages the calendar of the Senior Executive Director. Works to track agenda items, prepare agendas for meetings, record minutes, and initiate follow-up as needed.
Drafts, edits and proofreads briefings, e-mails, correspondence, and other documents for Senior Director.
Prepares and distributes the department wide newsletter, AADitions and Developments.
Working with the Senior Executive Director, Manages the logistics for and staffs the AA&D Diversity and Inclusion Task Force by managing the meetings, next steps and preparation of all activities.
Often meeting materials and projects are highly confidential and discretion is essential.
Manages projects for Senior Executive Director and other AA&D department leaders as assigned, such as updating AA&D budget policies which requires communication and coordination with business stakeholders, writing new policies and providing infrastructure for distribution in print and on the Source.
Responsible for maintaining the AA&D organizational charts and directory information for the Source.
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.
Please include a cover letter with your application.
Skills testing may be a component of the interview process for this position.
The department of Alumni Affairs and Development at Harvard University is committed to diversity. We welcome applicants who bring varied experience, thought, and practice to the department's mission to maintain and enhance an engaged community of alumni and friends worldwide and to lead the University's fundraising efforts.
Harvard University Benefits Package Vacation/Sick/Personal/Holidays: Harvard offers 3 (union roles) - 4 (exempt) weeks paid vacation, a paid holiday break between Christmas and New Year's Day, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days each year. Medical/Dental/Vision Benefit: Harvard offers a variety of excellent medical, dental, and vision plans which all begin on the first day of employment. Retirement: University-funded retirement plan with full vesting after 3 years of service. Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted study options through participating Harvard Graduate Schools. Transportation: Harvard offers a 50% discounted MBTA pass as well as parking options to assist employees in their daily commute to campus. Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complimentary health services. There are also fee-based athletic facility memberships available at various locations around the university for employees.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Minimum one year of related office experience required.
Solid computer skills in a PC environment with the capability to master new software applications and technologies in database management. Excellent skills in the functional use of Microsoft Office with particular emphasis on Outlook, Word, Excel and PowerPoint, e-mail merges and report generation. Excellent word processing and accurate keyboarding skills required.
A college degree from an accredited institution strongly preferred. Must be detail oriented, able to prioritize work and to work independently. Evidence of the analytic and research skills to gather and determine essential data from a variety of written and individual sources. Familiarity with databases helpful and familiarity with BSR Advance (fundraising database) is ideal.
Must be focused, motivated to learn, and flexible to change. Must have excellent customer service and interpersonal skills, and must take the initiative to maintain a strong work ethic at all times.
Must maintain a professional demeanor. Must be able to develop excellent relationships with members of the university community.
Must be a professional, confidential, honest, and reliable person. 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. Must have definite capability to evaluate problems accurately and display good, sound, and confidential judgment with excellent diplomatic skills.
This position requires discretion to represent the Alumni Affairs and Development constituencies in a highly professional manner and the ability to handle confidential materials with discretion. This position requires high levels of professionalism, collegiality, and self-motivation, as well as demonstrated ability to work successfully under pressure, understand and follow policies and procedures, and accommodate change. Proven ability to work independently as well as collaboratively on a team.
Must be able to complete assignments working independently and with minimum supervision.
Knowledge of fundraising in a non-profit setting helpful.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
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. T...he 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.