Staff Assistant, Leadership Giving at Harvard University

Posted in Admin - Clerical 25 days ago.

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Location: Cambridge, Massachusetts

Job Description:

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.

Duties & Responsibilities


This full-time exempt position on the Faculty of Arts and Sciences (FAS) Individual Giving team will be a member of the Leadership Giving team. The Staff Assistant will work in partnership with colleagues in Capital Giving, Gift Planning, Reunion and Annual Campaigns, and others throughout Alumni Affairs and Development to encourage leadership level support ($10,000-$100,000 annually) across the Faculty of Arts & Sciences. A key priority of Leadership Giving within FAS is to meaningfully contribute to the achievement of our immediate-use, budget-relieving goal, by securing unrestricted and minimally restricted immediate use gifts for the FAS.

As Harvard successfully concludes The Harvard Campaign the Leadership Giving team will play an important and vital role in engendering a habit of high-level, annual giving among our alumni, parents, and friends. The Staff Assistant is a critical member of the team, providing high-level administrative support and coordination to ensure the Leadership Giving team is externally facing and highly active.

The Staff Assistant will provide proactive administrative support, including calendar maintenance, and meeting organization. S/he will compile and prepare necessary meeting and solicitation materials, briefings and trip reports; researches prospects and produces reports and lists; and handles all travel arrangements and expense reports.

Duties & Responsibilities:

  1. Maintains calendars for three (3) Associate Director(s) of Leadership Giving, scheduling meetings, and coordinating logistics. Prepares necessary materials and captures meeting notes accurately and in a timely manner.

  2. Research prospects and produces reports and lists using the Advance database, Excel, QlikView, and other online resources.

  3. Handles travel details of Associate Directors, from flights to hotel. Adheres to all travel and budget related policies and processes.

  4. Produces detailed expense reports (corporate card as well as out-of-pocket) for each officer on a monthly-basis. Works with the budget office to ensure smooth processing of expense reports.

  5. Adheres to all prospect management processes and policies around contact reports, proposals, etc... to ensure cross departmental transparency and effectiveness.

  6. 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.

  7. Makes regular updates to the database with donor-related information and generates reports as needed.

  8. Actively seeks to improve professional skills, knowledge, and understanding of Harvard by developing relationships with colleagues across campus, attending campus events and activities and participating in training activities.

  9. Maintains excellent customer service with other AA&D sections and works closely throughout the year with the University Development Office, Harvard College Fund, and other departments including but not limited to Communications, Events, Recording Secretary's Office, Development Technology Services, Alumni Information Services, Harvard Alumni Association and Class Reports Office to help accomplish the goals of the classes.

  10. Attends regular staff meetings throughout the year and takes notes during meetings when 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
Minimum of one-year related office experience; strong knowledge of Microsoft Office software; strong writing skills and exceptional attention to detail.
Additional Qualifications

  1. Bachelor's degree at an accredited university preferred; office experience, preferably in an academic environment. Must be highly organized, detail-oriented, and have strong interpersonal and communication skills. Must possess the ability to establish and promote good working relationships with colleagues, alumni and donors. Must be flexible and possess the ability to prioritize and handle multiple tasks in a fast-paced, deadline-oriented environment.

  2. Must be able to work independently and take initiative. Must be able to prioritize tasks while meeting hard deadlines.

  3. Ability to function at a high-level within a complex organization, with prior university experience preferred.

  4. Must be a professional, proactive, collaborative, conscientious, and results-oriented individual. Must have an optimistic and positive demeanor and demonstrate good intuition and the ability to adapt to changing priorities. Must demonstrate the ability to work under pressure, to innovate, think strategically and conceptually, and display good, sound judgment.

  5. Excellent interpersonal skills required to relate to donors, volunteers, and colleagues. Must be able to consistently display tact, diplomacy, discretion, and maintain confidentiality inside and outside of the organization.

  6. Comfortable speaking in group settings; strong writing and communication skills, flexibility and creative problem solving highly preferred.

  7. Excellent computer skills; experience with Microsoft Word, Excel, and PowerPoint is strongly preferred. Prior relational database experience also preferred.

  8. Must be a self-starter who is organized, detail oriented, and able to prioritize and balance multiple tasks in a fast-paced complex environment.

  9. Experience with Advance or other fundraising systems or other relational CRM databases.

  10. Must be able to comfortably utilize Microsoft Office and other computer applications.