Harvard University — Staff Assistant, Harvard College Fund

SUMMARY:
This full-time non-exempt position in the Harvard College Fund supports the work of two Assistant or Associate Directors, Harvard College Fund, who are each responsible for raising both capital and annual support from alumni and managing volunteer-led fundraising campaigns in a set of reunion and non-reunion classes. Assists in planning, organizing and coordinating a range of fundraising activities to help achieve annual class dollar and donor participation goals. Helps coordinate class events and meetings, produces mailings and materials for meetings and solicitation, and drafts committee communications and alumni correspondence. Tracks gift and solicitation activity and runs donor reports and lists. Works closely with alumni leaders on class participation efforts. Helps maintain relationships with class committee members, volunteers, and alumni. This position requires a high level of organization, initiative and professionalism.

DUTIES & RESPONSIBILITIES:

  1. Coordinates and on occasion staffs reunion class events, gift committee meetings and class leadership conference calls. Organizes and compiles all necessary meeting and solicitation materials and helps draft committee communications.
  2. Supports Class Officers’ work with volunteer leaders on plans and activities to achieve annual goals and increase donor participation. Assists in recruitment of committee members, staffs events as needed, organizes regular conference calls, and prepares reports for staff and volunteers.
  3. Enters data into the Advance database consistently and in a timely manner to track volunteer activity, event attendance, prospect movement, etc. Collaborates with the Operations team as needed.
  4. Maintains various tracking reports to assure accurate up-to-date information on gift and donor totals, solicitation status, prospects, and event attendance. Researches prospects – in partnership with the Research team, when appropriate – and produces reports and lists using the Advance database.
  5. Helps facilitate broad volunteer and class communications from class officer and/or volunteer leaders.
  6. Provides information to alumni upon request and as appropriate in the officer’s absence; responds to and corrects donor problems concerning gift processing.
  7. May work in conjunction with the gift chair/committee on organizing routine annual fund activities to meet participation and general gift goals.
  8. Handles travel; schedules meetings and maintains calendars, word processes letters, emails, memos and reports, and other administrative responsibilities as needed.
  9. Cultivates favorable relationships and works closely throughout the year with class committee members, volunteers and alumni in assigned classes as well as with the FAS development office and other departments including but not limited to Alumni and Donor Services, Communications, Donor Engagement and Events, Operations, Research, Harvard Alumni Association and Class Reports Office to help accomplish the goals of the classes.
  10. A strong emphasis is placed on office appearance. All areas must be in a neat, clean and organized fashion. This employee must always present a neat, clean and professional appearance.
  11. May be asked to provide additional support for the broader Reunion and Annual Campaigns team during times of peak activity or staff transition. Works closely with other members of the RAC support team to support and advance the goals of the department.
  12.  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.

Basic Qualifications

Minimum of 1 year of related office experience.

Solid computer skills in a PC environment with the capability to master new software applications and technologies in database management. Advanced expertise in the functional use of Excel, Word, and Outlook are required (mail merges, report generation). Excellent word processing and accurate keyboarding skills required.

Additional Qualifications

College degree from an accredited institution strongly preferred.

Must be focused, motivated to learn, and flexible to change. Demonstrated ability to work under pressure, understand and follow policies and procedures, and accommodate change. Proven ability to work independently as well as collaboratively on a team. The position requires good judgment, rigorous attention to detail and the ability to handle sensitive/confidential information with discretion.

Must be highly organized, detailed oriented and have the ability to work competently and efficiently in a multi-task environment.

Knowledge of English grammar, spelling and punctuation. Requires the ability to accurately proofread and edit correspondence.

Strong interpersonal skills that include an excellent phone manner and personal presentation. Experience interacting with corporate executives and senior level staff preferred. Knowledge of fundraising in a non-profit setting helpful. Sense of humor a plus.

PI97965987

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