Alumni Relations Assistant

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.

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).

The Harvard Alumni Association (HAA) is the University-wide alumni association for Harvard University. It is also the home to the Harvard College and Radcliffe College alumni/ae association and the staff that support them. In its University-wide capacity, the HAA serves alumni of all eleven schools at Harvard in a manner supportive of and complementary to the work of the individual school alumni offices. Harvard University alumni span the globe at nearly 400,000 strong – more than 327,000 are in the USA, with 204 international countries represented.

Job Description

The Harvard Alumni Association seeks an administrative professional to join the fast-paced and dynamic Alumni Clubs and Shared Interest Groups (SIGs) team of ten. This full-time, non-exempt position serves as a key administrator reporting to the assistant director of Clubs and SIGs and supporting the work of the larger Clubs and SIGs team. As the general point of alumni contact for the team, the alumni relations assistant (ARA) delivers excellent customer service to alumni and volunteer inquiries. The ARA engages frequently with internal and external constituents always representing the HAA in a professional manner. The candidate will have strong attention to detail and accuracy, is highly organized, and takes a proactive approach to supporting and anticipating the needs of the team. The candidate is thoughtful when corresponding with alumni volunteers to understand the full scope of their inquiry and provide the resources to address their needs. The successful candidate is comfortable operating in an environment of multiple and sometimes conflicting priorities, necessitating flexibility and good judgment in prioritizing deliverables.

Job-Specific Responsibilities:

Project Support (25%)

• Assists with in-person, virtual, and hybrid meetings, coordinating logistics such as room reservations and technology.
• Supports the Assistant Director with program execution, meetings with partners, meeting notes, and:
  • Tracking and communications for SIG programming (e.g., SIG Meetups and SIG Showcase). 
  • Supporting the Summer Community Service Fellowship program through registration tracking, student applications and fellowship invoices.
  • Aiding with the Speakers Bureau program through catalog and request form updates, submission tracking, Club outreach, and faculty speaker briefing memos.
• With support from the assistant director, the ARA runs the Harvard Prize Book program in collaboration with campus partners at The Harvard Coop. 
• Supports the annual Alumni Leadership Conference and International Leadership Workshop by reviewing registration data for discrepancies and updating event microsites.
• Provides additional project support across the team, as needed. 

Communication and Volunteer Management (35%)

• Serves as the main contact for alumni data management, including:
  • Maintaining accurate and timely alumni database updates.
  • Fulfilling alumni list requests by preparing and distributing data to organizations and staff liaisons.
  • Updating Club and SIG directory webpages and email forwarding addresses.
  • Verifying alumni membership for approved Shared Interest Groups.
• Researches and prepares alumni briefing memos for senior staff visits/calls with Clubs/SIGs.
• Coordinates web updates and resources on alumni.harvard.edu and officerslounge.clubs.harvard.edu with staff liaisons and the Associate Director for Digital Tools Strategy.
• Supports the Clubs and SIGs Insider monthly newsletter distributed to more than 2,000 volunteers, by assisting with collecting and editing content, preparing distribution lists, and tracking engagement metrics.
• Assists with Club and SIG Connections Calls (three a year, per region), including invitations, registration, Zoom coordination, and call monitoring.
• Supports presentations using data visualizations, images, and content.
• Creates and tracks surveys and assists with survey development across the team.
• Tracks Shared Interest Group activity, including concept proposals, SIG convenings, and the SIG opt-in process.

Administrative Support (40%)

• Follows procedures and processes with high attention to detail, accuracy and focus.
• Assists the Assistant Director and staff liaisons with managing tasks, projects, and competing deadlines.
• Anticipates staff needs and takes a proactive, creative, and strategic approach to problem solving.
• Works collaboratively and cross-functionally across the team on administrative assignments.
• Takes meeting notes for weekly team meetings and staff liaisons as needed. 
• Serves as the front-line team representative for the Clubs and SIGs team mailbox, triaging emails and providing appropriate response and support.
• Serves as a resource for policies, protocols, and procedures.
• Maintains organized, accessible records and documents.
• Works in the office as required to support Club and SIG projects and programs.
• Staffs HAA and team events on campus, such as the Alumni Leadership Conference, HAA Board Meetings, Alumni Day, SIG Meetups, and HAA reunions.
• Staffs virtual events and schedules meetings as requested.
• Performs other duties as assigned.

The above covers the most significant responsibilities of the position but does not exclude other duties appropriate to the level of the position.

Qualifications

Basic Qualifications:

• At least one year of experience in administrative support roles, program or project support, or related field. 
• Impeccable attention to detail.
• Experience with problem solving. 
• Strong written, verbal, and interpersonal skills, and ability to confidently engage with both internal and external constituents. 
• 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:

• Proficiency across Microsoft Office Suite and Zoom. Ability to learn new software and databases.
• Sound judgment. Able to prioritize competing demands in a dynamic environment and complete work on time with minimal oversight.
• Works well independently and as a collaborative team member. Self-motivated, flexible, responsive, reliable.
• Culturally aware and sensitive to diversity issues regarding the internal and external Harvard  community.
• BA/BS degree from an accredited institution preferred.

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.