Development Assistant, Priorities and Initiatives

Company Description 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. 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. 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 Faculty of Arts and Sciences (FAS) Development, Advancement Communications, Events & Donor Relations (ACEDR), University Development and Advancement Solutions (UDAS), the Harvard Alumni Association (HAA), and Office of Talent, Administration and Policy (OTAP). Job Description Reporting to the Senior Director of Priorities and Initiatives, this full-time non-exempt position in the University Development Office supports the work of the Senior Director and Senior Associate Director. The Development Assistant serves as principal administrative contact and liaison for external and internal constituencies including donors, alumni, faculty, senior academic leaders, and Harvard University colleagues. Job-Specific Responsibilities: Provide general administrative support, efficiently responding to phone and email inquiries. Assist managers with managing projects, tasks and workflow. Schedule meetings and update managers on all schedule changes and progress frequently. Anticipate and resolve scheduling conflicts and proactively review calendars with managers to ensure key deadlines can be met. Anticipate agenda needs and initiate their development and distribution. Draft a high volume of correspondence, contact reports, meeting agendas, and memos. Manage correspondence, memos, and reports using Harvard’s donor database, Advance. Provide general internet research and data gathering.  Create and format reports from database utilizing Microsoft excel. Take notes and capture action items in meetings. Support managers with frontline duties as needed by scheduling meetings and appointments, drafting external correspondence, briefing preparation, and managing next steps.  Create system for managing tasks and confirm their priority and status with manager regularly.  Make travel arrangements for managers or others as needed, including booking travel and accommodations, managing trip itineraries and scheduling appointments, confirming meetings and locations, assisting with briefing preparation and troubleshooting during days of travel or with appointments as needed. Prepare detailed expense reports and ensure trip/prospect meeting follow up is completed, including preparing debriefs and updating the Advance database.  Process and book complex, high-level gifts through proper channels. Inform fundraisers of completed gifts and communicate with colleagues to ensure accurate stewardship. Manage and maintain team information, resources and materials in centrally, staff-accessible locations such as Harvard’s intranet the Source and Microsoft SharePoint.  Cultivate favorable relationships and work closely throughout the year with other AA&D departments, including Events, Research, and others, as well as senior leaders and faculty, and partners across the university. Contribute to team effort by accomplishing related tasks and special projects as needed. May be asked to provide additional support for the broader University Development team during times of peak activity or staff transition. Works closely with other members of the support team to advance the goals of the department. 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.   Qualifications Basic Qualifications: Minimum of one-two years of related experience, where education (beyond high school) may count towards experience.  Exceptional customer service skills, strong writing ability, and attention to detail is necessary. 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 software, especially Word and Excel. You will be expected to work certain events/campus activities, such as reunions each Spring, and participate in department retreats that are taking place on campus in Cambridge, MA. Additional Qualifications and Skills: College degree from an accredited institution strongly preferred. Must be highly organized, detail-oriented, and have the ability to work competently and efficiently in a fast paced, multi-task environment.  Entrepreneurial and creative approach to identifying and solving problems, with a desire to help the team maximize effectiveness  Excellent written and oral communication skills, including strong knowledge of English grammar, spelling and punctuation to accurately edit and proofread correspondence, memos, meeting notes and other materials.  Strong interpersonal skills and self-presentation via email, phone and in-person.  Ability and desire to work in an environment with changing priorities, focus areas, and deadlines. Ability to successfully navigate change and ambiguity through prioritization, flexibility, adaptability, curiosity, and information gathering.  Ability to work under pressure in certain situations.  Must be able to develop excellent relationships with members of the university community.  Must be professional, confidential, honest and reliable.  Must have capability to evaluate problems accurately and display good, sound, and confidential judgment with excellent diplomatic skills.  Ability to work independently and collaboratively as part of a team.  Experience interacting with senior level executives, leaders, and/or staff preferred; comfortable speaking in group settings.  Interest in development and/or higher education is a plus, and knowledge of fundraising in a non-profit setting is helpful. May work additional evening and weekend hours, on rare occasions. Additional Information Please include a cover letter as a part of your application to help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role. Orientation and Review Period:  3 months 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 Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. 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 053. 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, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, 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.