Executive Coordinator, Office of the Vice President, AA&D Position Available In Suffolk, Massachusetts

Harvard University Position Title:

Executive Coordinator, Office of the

Vice President, AA&D Req ID:

68305

BR School or Unit:

Alumni Affairs and Development Description:

Job Summary Harvard University Alumni Affairs and Development (AA&D) is tasked with inspiring and galvanizing University alumni and friends to be actively engaged with and philanthropically supportive of Harvard, ensuring Harvard can advance its mission of excellence in teaching and research. The central Alumni Affairs & Development office includes the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, the Harvard Alumni Association (HAA), and the AA&D Resources teams. University-wide, teams of alumni affairs and development professionals at each of the Schools also undertake such work. The Office of the Vice President (OVP) in Alumni Affairs and Development oversees all aspects of central Alumni Affairs & Development. It also has a dotted-line relationship with the alumni affairs and development teams in each of Harvard’s Schools. 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” 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. 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. Working Conditions Required to work at AA&D’s office in Cambridge for a minimum of three days per week. 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. Benefits We invite you to visit Harvard’s Total Rewards website ( https://hr.harvard.edu/benefits-wellbeing ) 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. LinkedIn Recruiter Tag (for internal use only) #LI-JP1

Department Office Location:

USA•MA•

Cambridge Job Code:

403040

Coordinator II Job Function:

Alumni Affairs and Development, General Administration Work Format:

Hybrid (partially on-site, partially remote)

Sub Unit:

•

Salary Grade:

055

Department:

Alumni Affairs and Development Union:

55•

Hvd Union Cler & Tech Workers Time Status:

Full-time Pre-Employment Screening:

Identity Commitment to

Equity Diversity 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.

EOE 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. Equal employment opportunity, including veterans and individuals with disabilities. PI273299713