Alumni Relations Assistant, Reunions and Classes

Job description

Job Summary: This full-time non-exempt position reports to the Associate Director, Reunions and Classes. The position works in close partnership with the Alumni Affairs and Development Events team, as well as with alumni, students, faculty, senior administration, and administrative personnel in a fast-paced, high-volume, deadline-driven environment. The Alumni Relations Assistant supports reunion and class engagement activities for alumni ranging from undergraduates to the eldest alumni. Job-Specific Responsibilities: Staffs Reunion Weekend in late May/early June, providing customer assistance to alumni and being available on-site in Cambridge for event support. Provides administrative support to the officers on the team, including taking meeting notes, pulling alumni lists, and arranging Zoom meetings. Serves as the point of contact for Reunion website updates throughout the year. Serves as the point-person to respond to reunions-related inquiries, and act as the liaison to classes in their reunion year. Support alumni volunteers throughout the reunion planning year. Helps maintain accurate contact information for all Harvard Reunion volunteers. Assists in the planning and execution of all reunions programming including spring reunions and other Harvard Alumni Association events as required. Follows processes to ensure the delivery of successful and well-organized reunions, including planning, promotion, preparation, execution, and evaluation. Ensure preparation of onsite materials. Assists the Director with technical support during the Reunion Leaders Roundtable series. Creates and deploys broadcast communications and web content, in partnership with alumni volunteers and staff. Performs general administrative duties to support the function of the office, including answering phones, monitoring shared email inboxes, maintaining files and databases, tracking registrations, and preparing correspondence. Contributes to the team’s alumni engagement goals by assisting the department in special projects as needed. 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. Physical Requirements: Must be able to lift boxes and other light items as needed. Basic Qualifications: Minimum 2 years’ relevant experience preferred. Weekend and evening event work required (can be significant during spring reunions in late May/early June). Excellent written and verbal communication skills, both in person and on the phone. Required presence in office during final reunion planning and execution (April to June). You will be expected to work certain events/campus activities, such as Reunions each Spring, and participate in department retreats that are taking place on campus in Cambridge, MA. Additional Qualifications and Skills: Bachelor’s degree strongly preferred Personal Accountability Integrity and Trust Project Management Respect and Inclusion Please include a cover letter as a part of your application to help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role. Orientation and Review Period: 3 months Standard Hours/Schedule: 35 hours per week Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page . EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination. By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. Why join Harvard University Central Administration? Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals. 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 Faculty of Arts and Sciences (FAS) Development, Advancement Communications, Events & Donor Relations (ACEDR), University Development and Advancement Solutions (UDAS), the Harvard Alumni Association (HAA), and Office of Talent, Administration and Policy (OTAP).