Staff Assistant, Alumni

3 weeks ago

Cambridge, United States Harvard University Full time

**Job Summary**

**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.
- Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; 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. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.
- AA&D is comprised of the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP).
- SUMMARY:

- This full-time non-exempt position provides critical in-office functions for the Alumni and Development Services team, within Alumni Affairs and Development. The position supports the work of the Assistant Director, Alumni and Development Services (ADS), ADS Leadership, and the ADS team. In addition, this role provides back-up support for the Alumni Affairs & Development Service Desk, including triaging and managing phone inquiries.
- The position interacts and communicates with AA&D staff, other University-wide staff, alumni, students, and donors in a professional and productive manner.
- The position requires a high level of organization, professionalism, thorough knowledge of the Alumni Affairs and Development Office’s philosophy, customer service, attention to detail, and the ability to identify internal and external customer needs and manage confidential information.
- Alumni & Development Services (ADS) is part of Harvard’s central Alumni Affairs and Development (AA&D) office. ADS oversees all gift acceptance, administration, and policy for the University, and works closely with partners across the University in central administration and finance, the Controller’s Office, and all school/unit development and finance offices.

**Position Description**
- Provides administrative support to the ADS Leadership Team, including maintaining calendars, organizing meetings, coordinating event logistics, and producing expense reports. Works with the budget office to ensure smooth processing of expense reports.
- Prepares documents for the signature of the Executive Director, and other members of the ADS Leadership Team. Coordinates signatures and advances fully executed documents through various channels to completion.
- Facilitates and supports all administrative needs for the department including but not limited to ordering supplies, maintaining printers, scanning files, sending faxes, creating, and uploading PDFs, and collecting and maintaining physical and digital files.
- Drafts correspondence, meeting agendas, and memos.
- Designs, organizes, and implements administrative systems and procedures and performs all necessary support duties. Assists in data collection, maintenance, and reporting across a suite of systems. Operates a networked computer and is responsible for the maintenance of the department’s data needs including documentation and procedural storage on select software.
- Supports department-wide activities for process improvement, including tracking topics and issues, providing administrative support, and being knowledgeable in each area.
- Serves as backup for producing tax receipts.
- 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**
- High School graduate. Bachelor’s degree preferred.
- At least one year of experience in administrative support roles, or related field.
- Must have database experience and will be required to complete training for the internal database system.

**Additional Qualifications and Skills**
- Must attend all relevant training sessions and keep current with new technologies. Proficiency with Microsoft Office and experience working with databases. Advanced technology skills and exposure to document scanning and online workflow technologies. Willingness and ability to learn new systems as necessary.
- Discretion and experience working with confidential data as well as data security and risk management. This position is privy to sensitive and confidential information.
- Superior organizational skills particularly in coordinating a multistep process.
- Must be focused, motivated to learn and flexible to change. Must have excellent interpersonal skills and must take the initiative to always maintain a strong work ethic.
- Proven customer service skills with ability to i

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