Harvard University

Position Description

The position reports to the Chief of Staff in the Office of the Vice President (CoS) and supports the work of the Vice President for Alumni Affairs & Development (VPAAD) and other members of the OVP team.

• Owns responsibility for managing the calendars for the VPAAD and the CoS. This work includes but is not limited to scheduling complex group meetings and individual appointments with both internal partners and external constituents; proactively managing conflicts as they arise; anticipating needs of VPAAD and proactively coordinating with CoS and fellow colleagues to adjust/arrange their schedule to maximize the VPAAD’s time and focus; and regularly communicating updates to the principles in a timely and sensitive manner.
• Creates and manages the VP’s daily briefing folders by acquiring pre-reading materials, agendas, meeting and event briefings, background history and context, and notes for the week’s meetings. Proactively anticipates materials needed and reaches out to managers of upcoming meetings to ensure that materials are provided in advance. Prints items for VPAAD as needed.
• Reconciles expenses for the OVP members, including all Concur expense reports.
• Books travel for the VPAAD and CoS and creates and manages detailed and sometimes complex travel itineraries and materials.
• Create presentation materials for the VPAAD.
• Develops routine briefings for VPAAD meetings with alumni and donors. Maintains a template briefing for use by the entire OVP team and offer recommendations for improvements or updates to its form and structure. Works with the Assistant Director on higher-touch, complex briefings and background meeting materials for President and Provost.
• Proactively builds and maintains the VPAAD’s contact list, ensuring they have phone numbers, important dates, and key details on individuals they will be corresponding with regularly.
• Develops and disseminates agendas and organizes materials for meetings run by the VPAAD, including, but not limited to, meetings of the AAD Executive Team, the Council of Fundraising Deans, 1:1s with the President and Provost, regular OVP team meetings with VPAAD, and more. When appropriate, staffs meetings to take notes and manage follow-up.
• Designs, organizes, and implements administrative systems and procedures necessary to support duties, maximizing use of technology available. Identifies opportunities for enhanced team organization, processes, and best practices to increase efficiency.
• Serves as project manager on some OVP-led efforts including, but not limited to annual CoFD and ET retreats, VPAAD presentations/remarks to University leadership, and others.
• Develops and maintains tracking tools used by OVP team to enable efficient communication among the Chief of Staff, Executive Coordinator, and Assistant Director about near-, mid-, and long-term prospect and key alumni action items. Develops and maintains best practices and process documents related to OVP tasks, including but not limited to resource filing and organization, expense reporting, scheduling, and travel planning.
• Ensures the VP is aware of staff milestones for appropriate recognition, including drafting and facilitating emails to new staff and staff promoted to new positions.
• Occasionally drafts routine follow-up correspondence on behalf of the VPAAD to internal and external audiences.
• Position description is continued under "Additional Information"

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Basic Qualifications

• Must have a minimum of 4 years of related or transferable experience. Experience received while in college may contribute to the required work experience minimum for this position, if the role was in a related field.
• Strong project management and writing skills are required.
• Knowledge of and fluency with Microsoft 365 products, apps, and services.

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Additional Qualifications and Skills

• BA/BS degree or equivalent preferred; 4 plus years of related office experience preferred.
• The ideal candidate is highly organized, detail-oriented, flexible, and proactive. They are motivated to learn and open to change. They possess the ability to handle multiple tasks accurately and under pressure.
• They are professional, collaborative, proactive, and takes initiative.
• They have strong interpersonal and communication skills and are able to establish and promote good working relationships with colleagues and partners in AA&D, across the University, and outside of Harvard. They should display excellent speaking, writing, and client services skills, including professional phone and email etiquette.
• They must have the ability to handle confidential materials with discretion.
• They should possess strong computer skills in a PC environment with the capability to master new software applications and technologies, including database management.
• Familiarity with Apple and iOS or a willingness to develop proficiency in these platforms.

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Working Conditions

• Required to work at AA&D’s office in Cambridge for a minimum of three days per week.

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Additional Information

(Position description continued):

• Serves as a liaison to AA&D’s budget, facilities, and IT staff on behalf of the OVP on issues related to technology, equipment, space, and budget issues/questions.
• As a representative of the Office of the VP, develops and maintains strong, positive working relationships and effectively communicates regularly with colleagues in all AA&D units and in the Schools, as well as with staff in the Office of the President and Provost and other University offices.
• Provides general office support, including responding to phone, email, and Microsoft Teams inquiries, regularly checking the VP’s alias email account and triaging messages received, and developing effective systems for managing the Vice President’s administrative needs.
• Maintains electronic files on alumni, the College, and Harvard graduate schools, and other entities, including keeping Advance updated for the VPAAD’s assigned prospects. Pulls various development reports from the development contact systems, Advance and QlikView.
• Undertakes independent projects as needed, including for the Vice President, Chief of Staff, and the Assistant Director of OVP.
• The above covers the most significant responsibilities of the role. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.

This position requires a 3 month orientation and review period.

Please include a cover letter with your application.

To learn more about the AA&D team, please visit our Careers site at https://alumni.harvard.edu/careers

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/.

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.,

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.,

Commitment to Equity, Inclusion, and Belonging

Harvard University views equity, 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 this excellence while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.