Full Job Description
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.
We are seeking a Staff Assistant, University Planned Giving for the University Development Office team within Harvard Alumni Affairs and Development.
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.
University Development Office (UDO)
UDO works closely with the President and Provost, and their teams, to determine their development efforts, leads fundraising for University principal gifts, initiatives and international fundraising, and coordinates cultivation and stewardship strategies for a select group of top donors.
Working in the University Planned Giving Office (UPG), this position’s main duties include supporting the fundraising activities of the executive director, director and managing director in UPG (e.g. drafting high-level correspondence and related materials, handling travel and calendars, and conducting research on prospective donors), working with donors to address a wide variety of questions, identifying and tracking UPG prospect leads, serving as a liaison to the Research team. The position requires an optimal level of organization and professionalism. The position works independently with minimal supervision in a dynamic, fast-paced work environment, managing multiple projects and coordinating the support needs of two active fundraisers whose work spans a range of geographic regions and University priorities. Anticipates and resolves problems to effectively fulfill these responsibilities.
Support fundraising activities of UPG: facilitate and organize prospect and donor trips/visits for UPG fundraisers; identify and conduct research on potential prospects; coordinate trip and visit follow up.
Prepare confidential, high-level gift proposals, gift acknowledgements, and other correspondence, articles, reports, spreadsheets, graphs and presentations; utilize planned giving software to prepare proposals.
Handle confidential information pertaining to donors, alumni and students with discretion.
Interact with a wide variety of internal and external constituents with poise and professionalism.
Manage student workers.
Serve as a principle source of information on department programs and projects.
Anticipates and resolves problems to effectively fulfill these responsibilities.
Research a wide variety of gift and academic areas to address questions from donors and their advisors.
Develop and manage systems to identify potential new planned giving prospects through use of Advance database and other search tools; help implement new prospect engagement strategies; organize and track prospect reports for UPG frontline fundraisers.
Manage UPG Office Policy and Procedures Manual.
Coordinate creation of new material for manual and oversee any updates and revisions to the manual.
Serve as liaison to the Research team: communicate fundraising needs for research on prospects, particularly new and emerging prospects.
Prepare and utilize reports; compile profiles and briefings for fundraising activities as well as UPG events.
Assist with the marketing and logistics for planned giving training workshops offered to fundraisers across the University.
Required to attend relevant training sessions and professional development opportunities, including those at off-site locations.
Required to attend Planned Giving Group of New England (PGGNE) monthly meetings, PG Calc training, Advance training, Planned Giving seminars, Planned Giving officer’s meetings, Alumni Affairs and Development All Staff Meetings and other sessions as deemed necessary. Participate in weekly department meetings and meetings with direct supervisors as scheduled. Provide agenda items for discussion.
Responsible for keeping informed and current with changes in the area of planned giving by reading articles, newsletters, reports, participating in discussions and informing others of recent changes in laws or policies.
Assist with special projects as needed.
Perform administrative duties for department, including phone coverage and maintaining office files. May be required to work during some designated University holidays.
Must adhere to all departmental and University policy and procedures. Keep informed of any changes to such guidelines. Receive University publications.
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. This role may also need to provide interim staff assistant support during peak periods or in order to provide coverage to other roles.
1-2 years of related experience, education beyond high school may count toward experience.
Solid computer skills, particularly with Microsoft Office software, and familiarity with or ability to learn and use additional database, design, and project management software
Must occasionally work additional and evening hours. May be required to work during some designated University holidays.
Additional Qualifications and Skills
Exceptional customer service skills and strong attention to detail necessary.
Must be professional, confidential, honest and reliable. Must have an even disposition, poised confidence and the ability to deal effectively and politely with people with varied backgrounds, levels of experience and in all types of professional situations.
Must have definite capability to evaluate problems accurately and display good, sound and confidential judgment.
Must be highly organized, detail oriented and have the ability to work competently and efficiently in a multi-task environment with set deadlines.
Must possess strong communication skills, both verbal and written. Outstanding knowledge of English grammar, spelling and punctuation required. Must possess the ability to compose, proofread and edit high-level correspondence.
Solid computer skills in a PC environment with the capabilities to master new software applications and technologies in database management.
Excellent word processing required. Thorough understanding of Excel preferred. Experience working with confidential data and/or legal documents.
This position requires a 3 month orientation and review period.
Please include a cover letter with your application.
Skills testing may be a component of the interview process for this position.
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.
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
Additional benefits can be found at https://hr.harvard.edu/totalrewards.
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.
Alumni Affairs and Development, General Administration
USA - MA - Cambridge
403033 Staff Assistant III
Alumni Affairs and Development
55 - Hvd Union Cler & Tech Workers
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.