Executive Coordinator, Office of the Vice President, Alumni Affairs and Development - Military veterans preferred

Executive Coordinator, Office of the Vice President, Alumni Affairs and Development

ID: 68305BR
JOB FUNCTION: Alumni Affairs and Development
LOCATION: Cambridge
WORK FORMAT: Hybrid
JOB TYPE: Full-time
BRAND: Harvard University Central Administration

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

This position is a part of Central Administration - Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard University Alumni Affairs and Development (AA&D) is tasked with inspiring and galvanizing University alumni and friends to be actively engaged with and philanthropically supportive of Harvard, ensuring Harvard can advance its mission of excellence in teaching and research. The central Alumni Affairs & Development office includes the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, the Harvard Alumni Association (HAA), and the AA&D Resources teams. University-wide, teams of alumni affairs and development professionals at each of the Schools also undertake such work.

The Office of the Vice President (OVP) in Alumni Affairs and Development oversees all aspects of central Alumni Affairs & Development. It also has a dotted-line relationship with the alumni affairs and development teams in each of Harvard’s Schools.
Position Description: The position reports to the Chief of Staff in the Office of the Vice President (CoS) and supports the work of the Vice President for Alumni Affairs & Development (VPAAD) and other members of the OVP team.

• Owns responsibility for managing the calendars for the VPAAD and the CoS. This work includes but is not limited to scheduling complex group meetings and individual appointments with both internal partners and external constituents; proactively managing conflicts as they arise; anticipating needs of VPAAD and proactively coordinating with CoS and fellow colleagues to adjust/arrange their schedule to maximize the VPAAD’s time and focus; and regularly communicating updates to the principles in a timely and sensitive manner.
• Creates and manages the VP’s daily briefing folders by acquiring pre-reading materials, agendas, meeting and event briefings, background history and context, and notes for the week’s meetings. Proactively anticipates materials needed and reaches out to managers of upcoming meetings to ensure that materials are provided in advance. Prints items for VPAAD as needed.
• Reconciles expenses for the OVP members, including all Concur expense reports.
• Books travel for the VPAAD and CoS and creates and manages detailed and sometimes complex travel itineraries and materials.
• Create presentation materials for the VPAAD.
• Develops routine briefings for VPAAD meetings with alumni and donors. Maintains a template briefing for use by the entire OVP team and offer recommendations for improvements or updates to its form and structure. Works with the Assistant Director on higher-touch, complex briefings and background meeting materials for President and Provost.
• Proactively builds and maintains the VPAAD’s contact list, ensuring they have phone numbers, important dates, and key details on individuals they will be corresponding with regularly.
• Develops and disseminates agendas and organizes materials for meetings run by the VPAAD, including, but not limited to, meetings of the AAD Executive Team, the Council of Fundraising Deans (CoFD), 1:1s with the President and Provost, regular OVP team meetings with VPAAD, and more. When appropriate, staffs meetings to take notes and manage follow-up.
• Designs, organizes, and implements administrative systems and procedures necessary to support duties, maximizing use of technology available. Identifies opportunities for enhanced team organization, processes, and best practices to increase efficiency.
• Serves as project manager on some OVP-led efforts including, but not limited to annual CoFD and ET retreats, VPAAD presentations/remarks to University leadership, and others.
• Develops and maintains tracking tools used by OVP team to enable efficient communication among the Chief of Staff, Executive Coordinator, and Assistant Director about near-, mid-, and long-term prospect and key alumni action items. Develops and maintains best practices and process documents related to OVP tasks, including but not limited to resource filing and organization, expense reporting, scheduling, and travel planning.
• Ensures the VP is aware of staff milestones for appropriate recognition, including drafting and facilitating emails to new staff and staff promoted to new positions.
• Occasionally drafts routine follow-up correspondence on behalf of the VPAAD to internal and external audiences.
• Required to work at AA&D’s office in Cambridge for a minimum of three days per week.

Basic Qualifications:

• Must have a minimum of 4 years of related or transferable experience. Experience received while in college may contribute to the required work experience minimum for this position, if the role was in a related field.
• Strong project management and writing skills are required.
• Knowledge of and fluency with Microsoft 365 products, apps, and services.

Additional Qualifications and Skills:

• BA/BS degree or equivalent preferred; 4 plus years of related office experience preferred.
• The ideal candidate is highly organized, detail-oriented, flexible, and proactive. They are motivated to learn and open to change. They possess the ability to handle multiple tasks accurately and under pressure.
• They are professional, collaborative, proactive, and takes initiative.
• They have strong interpersonal and communication skills and are able to establish and promote good working relationships with colleagues and partners in AA&D, across the University, and outside of Harvard. They should display excellent speaking, writing, and client services skills, including professional phone and email etiquette.
• They must have the ability to handle confidential materials with discretion.
• They should possess strong computer skills in a PC environment with the capability to master new software applications and technologies, including database management.
• Familiarity with Apple and iOS or a willingness to develop proficiency in these platforms.
• Serves as a liaison to AA&D’s budget, facilities, and IT staff on behalf of the OVP on issues related to technology, equipment, space, and budget issues/questions.
• As a representative of the Office of the VP, develops and maintains strong, positive working relationships and effectively communicates regularly with colleagues in all AA&D units and in the Schools, as well as with staff in the Office of the President and Provost and other University offices.
• Provides general office support, including responding to phone, email, and Microsoft Teams inquiries, regularly checking the VP’s alias email account and triaging messages received, and developing effective systems for managing the Vice President’s administrative needs.
• Maintains electronic files on alumni, the College, and Harvard graduate schools, and other entities, including keeping Advance updated for the VPAAD’s assigned prospects. Pulls various development reports from the development contact systems, Advance and QlikView.
• Undertakes independent projects as needed, including for the Vice President, Chief of Staff, and the Assistant Director of OVP.
• The above covers the most significant responsibilities of the role. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• This position requires a 3 month orientation and review period.
• Please include a cover letter with your application.

To learn more about AA&D, please visit us here!

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.

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. 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.

Salary Grade and Ranges

This position is salary grade level 055. Please visit? Harvard's Salary Ranges? to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard’s academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university’s non-discrimination policy. Harvard’s equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Equal employment opportunity, including veterans and individuals with disabilities.

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