Development Assistant, Office of the Associate Vice President and Dean of Development, Faculty of Arts and Sciences
Harvard University Alumni Affairs and Development
Location: USA - MA - Cambridge
Internal Number: 56052BR
This position will be based on our campus in Cambridge, MA. However, due to the COVID-19 pandemic this position will be remote until further notice.
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.
Faculty of Arts and Sciences (FAS) Development FAS Development is responsible for the fundraising eﬀorts supporting the Faculty of Arts and Sciences, including Harvard College, the Harvard John A. Paulson School of Engineering and Applied Sciences, and the Graduate School of Arts and Sciences. FAS Development staﬀ work with Harvard College donors, alumni, parents, and friends who provide critical support for the FAS and often for other parts of the University.
Summary: This position reports to the Senior Director of Development, Resources and Planning. Responsible for day-to-day administrative duties, accurate proof reading of high-level correspondence, report generation, and database maintenance for the Associate Vice President and Dean of Development. Provides administrative support such as ensuring the daily management of the AVP/Dean's work, preparing meeting materials in a timely manner, scheduling meetings, making travel arrangements, electronic filing, maintaining donor contacts in Advance database, and handling reimbursement and processing for travel and expenses. Responsible for the proper formatting, drafting, editing, and distribution of correspondence. Works independently on specific project work and assists with ad-hoc project facilitation. Provides customer service to internal staff members and external clients such as donors and/or alumni. Assists with donor outreach and schedules meetings with alumni. Works closely with University-wide departments and other Alumni Affairs and Development (AA&D) sections, specifically with AA&D Executive team and their assistants.
The list below 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.
Provides high-level office support, including maintaining AVP/Dean's calendar, managing preparation and the smooth running of each day, responding to phone and email inquiries, answering phones, and handling processing and reimbursements for travel and expenses.
Creates AVP/Dean's daily briefing packet by acquiring pre-reading materials, agendas, meeting and event briefings and notes for the next day's meetings. Proactively reaches out to managers of upcoming meetings to ensure that materials are provided well in advance.
Arranges meetings by securing space for in-person meetings, handling audio-visual needs, organizing meeting materials and agendas, and catering. Handles pre-meeting communications and post-meeting notes.
Responsible for developing effective systems for managing the AVP/Dean's administrative needs.
Researches prospects and produces reports and lists using the Advance database, Excel, and Word. Transfers data into Excel to organize data and produce reports and other materials regularly.
Responsible for helping to write and distribute high-quality briefings in preparation for meetings with the President, Deans, Provost, faculty, and other staff members.
Proactively and in a timely fashion, records donor meetings and posts donor contact reports on behalf of AVP/Dean the Advance database.
Makes travel arrangements including air travel, ground transportation and hotel booking, creates and updates travel itineraries with meeting and event logistics, donor information, directions, and other materials while adhering to the confidentiality protocol administered by AA&D.
Liaison to AA&D's budget, facilities, and IT staff on behalf of the AVP/Dean on issues related to technology, equipment, space, and budget issues or questions.
Produces detailed expense reports (corporate card as well as out-of-pocket) for AVP/Dean on a monthly basis. Works with the budget office to ensure smooth processing of expense reports.
Provides customer service to internal staff members and external clients such as donors and/or alumni. Assists with donor outreach and schedules meetings with alumni domestically and overseas.
Cultivates favorable relationships and works closely with other AA&D departments, University-wide departments, and faculty as needed.
Contributes to team effort by accomplishing related tasks and special projects and supports other members of the Office of the AVP/Dean as needed.
Attends AA&D All-Staff Meetings, FAS Staff Meetings, FAS Staff Forums, and Support Staff Meetings throughout the year.
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/.
Discover AA&D and Harvard University Benefits
Opportunities for internal advancement
A creative, high- energy, collaborative environment
Generous Vacation, Sick, Personal, and Holiday pay
Medical, Dental and Vision benefits starting on your first day
University-funded retirement plans
Tuition Assistance Program
Transportation benefits to help with your daily commute
Health and wellness discounts, memberships and programs
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 requires COVID vaccination for all Harvard community members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's
1-3 years of administrative support or related experience, education beyond high school may count toward experience.
Strong knowledge of Microsoft Office software; strong writing skills; available to work additional evening and weekend hours if necessary.
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.
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 with poise and confidence, 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.
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.
About Harvard University Alumni Affairs and Development
The Edmond J. Safra Center for Ethics at Harvard University seeks to strengthen teaching and research about pressing ethical issues; to foster sound norms of ethical reasoning and civic discussion; and to share the work of our community in the public interest.
Widespread ethical lapses of leaders in government, business and other professions prompt demands for more and better moral education. More fundamentally, the increasing complexity of public life - the scale and range of problems and the variety of knowledge required to deal with them - make ethical issues more difficult, even for men and women of good moral character. Not only are the ethical issues we face more complex, but the people we face them with are more diverse, increasing the frequency and intensity of our ethical disagreements.
Given these changes in the United States and in societies around the globe, the Center seeks to help meet the growing need for teachers, scholars, and leaders who address questions of moral choice across many of the professions and in public life more generally, and promotes a perspective on ethics informed by both theory and practice. We explore the connection between the problems t...hat professionals confront and the social and political structures in which they act. More generally, we address the ethical issues that all citizens face as they make the choices that profoundly affect the present and future of their societies in our increasingly interdependent world.