- Provides administrative support to the ADS Leadership Team, including maintaining calendars, organizing meetings, coordinating event logistics, and producing expense reports. Works with the budget office to ensure smooth processing of expense reports.
- Provides general office support, including a highly specialized system for mail processing and responding to phone and email inquiries. Assists with managing administrative projects, tasks, and workflows.
- Prepares documents for the signature of the Executive Director, and other members of the ADS Leadership Team. Coordinates signatures and advances fully executed documents through various channels to completion.
- Facilitates and supports all administrative needs for the department including but not limited to ordering supplies, maintaining printers, scanning files, sending faxes, creating, and uploading PDFs, and collecting and maintaining physical and digital files.
- Drafts correspondence, meeting agendas, and memos.
- Designs, organizes, and implements administrative systems and procedures and performs all necessary support duties. Assists in data collection, maintenance, and reporting across a suite of systems. Operates a networked computer and is responsible for the maintenance of the department's data needs including documentation and procedural storage on select software.
- Serves as the backup to the Alumni Affairs and Development Service Desk by monitoring shared email boxes, answering main line phone inquiries, processing phone credit card gifts, and facilitating in-person needs of donors and constituent group members.
- Supports department-wide activities for process improvement, including tracking topics and issues, providing administrative support, and being knowledgeable in each area.
- Serves as backup for producing tax receipts.
- 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.
- High School graduate. Bachelor's degree preferred.
- At least one year of experience in administrative support roles, or related field.
- Must have database experience and will be required to complete training for the internal database system.
- Must attend all relevant training sessions and keep current with new technologies. Proficiency with Microsoft Office and experience working with databases. Advanced technology skills and exposure to document scanning and online workflow technologies. Willingness and ability to learn new systems as necessary.
- Discretion and experience working with confidential data as well as data security and risk management. This position is privy to sensitive and confidential information.
- Superior organizational skills particularly in coordinating a multistep process.
- Must be focused, motivated to learn and flexible to change. Must have excellent interpersonal skills and must take the initiative to always maintain a strong work ethic.
- 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.
- This position requires a 3 month orientation and review period.
- Please include a cover letter with your application.
- Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
- Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
- Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
- Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
- Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
- Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
- Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
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Staff Assistant, Alumni - Cambridge, United States - Harvard University
Description
Harvard UniversityPosition Title: Staff Assistant, Alumni & Development Services
Req ID: 65750BR
School or Unit: Alumni Affairs and Development
Description: Job Summary
Alumni Affairs and Development (AA&D)
Alumni Affairs and Development is a dedicated team supporting Harvard's advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.
Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; 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. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.
AA&D is comprised of the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP).
SUMMARY:
This full-time non-exempt position provides critical in-office functions for the Alumni and Development Services team, within Alumni Affairs and Development. The position supports the work of the Assistant Director, Alumni and Development Services (ADS), ADS Leadership, and the ADS team. In addition, this role provides back-up support for the Alumni Affairs & Development Service Desk, including triaging and managing phone inquiries.
The position interacts and communicates with AA&D staff, other University-wide staff, alumni, students, and donors in a professional and productive manner.
The position requires a high level of organization, professionalism, thorough knowledge of the Alumni Affairs and Development Office's philosophy, customer service, attention to detail, and the ability to identify internal and external customer needs and manage confidential information.
Alumni & Development Services (ADS) is part of Harvard's central Alumni Affairs and Development (AA&D) office. ADS oversees all gift acceptance, administration, and policy for the University, and works closely with partners across the University in central administration and finance, the Controller's Office, and all school/unit development and finance offices.
Position Description
Basic Qualifications
Additional Qualifications and Skills
Additional Information
To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at
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.
COVID 19 Vaccination Information: The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.
Benefits
We invite you to visit Harvard's Total Rewards website ) to learn more about our outstanding benefits package, which may include:
LinkedIn Recruiter Tag (for internal use only)
#LI-JP1
Department Office Location: USA - MA - Cambridge
Job Code: 403033 Staff Assistant III
Job Function: Alumni Affairs and Development, General Administration
Work Format: On-Site
Sub Unit:
Salary Grade: 053
Department: Alumni Affairs and Development
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Full-time
Pre-Employment Screening: Credit, Criminal, 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.
EOE 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.
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