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.

AA&D Resources
AA&D Resources encompasses teams that support all units across AA&D plus all schools and units across the University. AA&D Resources includes Technology and Support Services, Business Process and Operations, Alumni and Development Services (ADS), Administration and Finance, Events, Communications Creative Services, Research and Prospect Management, Human Resources, and the AA&D Talent Program.

Position Overview
As a member of the Alumni Affairs and Development Events team, this full-time, overtime eligible position reports to the Associate Director, AA&D Events. The Coordinator is responsible for creating and managing event databases, tracking invitee responses, event production, event execution, training new hires, and projects as required. In addition to technical support and database management, this role may be responsible for the coordination of select small events that are internal or external to the organization. The Coordinator may be tasked with event research projects, shadowing event leads, and other tasks as assigned. This role will primarily support the event priorities of the Faculty of Arts and Sciences (FAS) or the University Development Office (UDO).

The position requires strong technical skills, solid organizational ability, logistical support, attention to detail, and ability to quickly maneuver changing priorities. Regular tasks include the creation of invitation pools, communicating with invitees, tracking replies, preparing briefings and meeting/committee materials, vendor research, producing event materials, and post event follow-up. A major part of this role is working interdependently with internal service teams and providing regular registration updates and changes to planning partners. Event execution includes providing on-site support at events such as running registration, answering participant inquiries, and general troubleshooting.

In addition to Harvard alumni and friends, this position routinely interacts with administrators, faculty, staff, and outside vendors. This position includes administrative and research duties and may include other related responsibilities and projects as determined by the supervisor. The ability to embrace change and thrive in a fast-paced environment is imperative.

• Create and maintain FileMaker Pro database of event invitees, the main event tracking tool. Significant amount of computer work, down-loading the invitation pools, creating tracking systems for each event, recording the responses, creating reports that include all results and data entry of incoming responses.
• Coordinate all assigned event mailings including save-the-date, invitation and confirmation mailings.
• Communicate with guests by phone, in writing and at events.
• Design and produce reports and production materials (name tags, seating tags, place cards, tent cards etc.). Includes proofing of event materials for all department events.
• Responds to questions from staff, faculty, vendors and guests.
• Manage Perfect Table seating databases.
• Regularly attend internal training for event platforms and systems. Oversee and help develop the training of new Coordinators and Staff Assistants, including creating and maintaining training documents.
• Provide research and support to Event leads, such as briefings or projects as needed.
• May be asked to lead select small events or take on areas of larger events, which could require negotiation with vendors in a professional and informed manner, organizing logistical needs, creating timelines, maintaining budgets, recruiting and assigning staff for execution of event.
• Assigned department specific projects including developing organization systems and department statistical reports.
• Tactful judgement, forward thinking, resourceful and proactive. Ability to handle confidential information at all times.

• Must have a minimum of two years of experience in planning and coordinating meetings and events or transferable experience.
• Must have working proficiency in Microsoft Excel, Word and Outlook software with technological adeptness for other platforms.
• Overtime required (can be significant during peak periods) including evenings and weekends.
• Job requires standing for long periods of time and the ability to lift and carry heavy objects.
• May travel in order to staff events.

• BA/BS degree from an accredited university preferred; two or more years related office experience, preferably in an academic environment.
• Must be highly organized, detail-oriented, and have strong interpersonal and tactful communication skills. Ability to establish and promote good working relationships with alumni, colleagues, faculty, administrators, students, and vendors. Works well on a large team.
• Must be flexible and possess the ability to handle multiple tasks accurately under multiple and competing deadlines. Must be able to work independently and take initiative. Must have ability to handle confidential materials with discretion.
• Must be a professional, proactive, creative, collaborative, conscientious, and results-oriented individual. Should have ability to think strategically and conceptually, and display sound judgment.
• Knowledge of PCs and specifically of Microsoft Office programs (Word, Excel and PowerPoint) is essential. Intermediate/advanced FileMaker Pro skills a plus. Intermediate/advanced Zoom meeting and webinar skills a plus.
• Aptitude for technology and willingness to embrace different technology platforms.
• Must be energetic, motivated to learn and open to change.
• Excellent speaking, writing, and client service skills required. Professional phone etiquette required.

• This position requires a 3 month orientation and review period.
• Please include a cover letter with your application.

Why AA&D?
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/.

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.

Vaccine Requirements: Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees are required to provide proof of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• 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.

Alumni Affairs and Development, General Administration

USA - MA - Cambridge

403040 Coordinator II

Hybrid (partially on-site, partially remote)

Alumni Affairs and Development

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Full-time

055

55 - Hvd Union Cler & Tech Workers

Identity

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.

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.