Job Information
Harvard University Coordinator, Alumni Relations and Events in Cambridge, Massachusetts
67830BRAuto req ID:67830BRJob Code:403134 Coordinator I Department Office Location:USA - MA - Cambridge Business Title:Coordinator of Alumni Relations and EventsSub-Unit:Graduate School of Arts and Sciences Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :054Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:
Three plus years of administrative experience.
Additional Qualifications and Skills:
Bachelor’s degree preferred
Data management skills
Familiarity with Adobe Creative Suite, Microsoft Office, Salesforce Marketing Cloud, Certain Events, Basecamp, Advance Reporting, and QlikView and/or Tableau would be helpful
Strong writing and communication skills
Ability to work independently and manage multiple competing priorities
Ability to navigate changing nature of event work and activities
Sound judgment and good decisions making skills
Strong customer service orientation
Additional Information:
We highly encourage applicants to submit a cover letter along with their resume.
We are unable to provide visa sponsorship for this position.
All formal offers will be made by FAS Human Resources.
Department:Harvard Griffin GSASPre-Employment Screening:Identity Job Function:General Administration Position Description:
Coordinates alumni-related events throughout the academic year by managing the invitations, marketing, and responses, and working with vendors, caterers, and venues. These events include, but are not limited to, Alumni Council meetings, domestic and international chapter events, departmental reunions, Alumni Day, and Leveraging Your PhD.
Develops registration websites and manages logistics throughout the whole process, coordinates parking and transportation needs, and supports the Assistant Director of Alumni Relations and Events in updating the website and other print collateral. Serves as a point of contact for vendors and for alumni registration for each event.
Serves as a key member of the Global Outreach and Alumni Relations team and must have strong interpersonal skills in greeting and interacting with guests at various events.
Assists the Senior Associate Director and Assistant Director of Alumni Relations and Events with internal GSAS event support including Harvard Horizons, GSAS Welcomes, Directors of Graduate Studies (DGS) retreats, and Admitted Students Day, which includes but is not limited to, securing venues, coordinating technical services, and managing marketing to broader student/alumni/academic department audiences.
Works directly with Alumni Development Services to track and update alumni attendance data in Advance.
Creates and manages all alumni email broadcasts. Works directly with central Alumni Affairs and Development team to create and update e-mail templates. Edits and updates all publications and signage for GSAS alumni events and marketing efforts.
Works with Assistant Director of Alumni Relations and Events on data management and data projects, including updating alumni and departmental data in Advance, generating lists and population reports on alumni for internal and external uses, and producing departmental newsletters through Salesforce Marketing Cloud. Works closely with the Senior Director of Global Outreach and the Director of Alumni Relations and Events to provide additional services and support to GSAS departments.
Coordinates the fulfillment of 700+ individual ticket orders, answers all student questions related to Commencement events and ticketing, and staffs the ticket distribution tables. Serves as point of contact for Commencement vendors, venues, spaces, and technical services, and provides on-site logistics management at all Commencement activities. Also assists the Assistant Director of Alumni Relations and Events in building and managing the Commencement website and registration form and contributes relevant information to the monthly Commencement Newsletter.
In conjunction with the Senior Director of Global Outreach, the Senior Associate Director of Alumni Relations and Events, and the Assistant Director of Alumni Relations and Events, supports the work of Council committees, forges relationships with Alumni Council members, and plans and executes assigned aspects of Council meetings, including securing space, working with caterers, securing AV, preparing meeting materials, and staffing registration.
Manages the GSAA email account and main phone line, keeps track of and assists with any and all alumni inquiries, updates alumni records and forwards relevant inquires to central AA&D Alumni and Donor Services office.
Oversees the ordering and organization of GSAS souvenirs for alumni events and departmental reunions, and all event-related materials. Coordinates internal SWAG orders and liaises with the Harvard Trademark Office to ensure adherence to trademark policy and branding guidelines.
Prepares necessary paperwork for new and existing independent contractors and submits it to the administration team for HR, and processes invoices and reviews Purchase Card and Corporate Card purchases.
When additional support is needed, this position will manage and delegate tasks to temporary staff.
School/Unit:Faculty of Arts and Sciences EEO 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.Working Conditions:
This is a hybrid position and will be based in Cambridge, MA. Additional details will be reviewed during the interview process.
Occasional evening and weekend work is required.
Some lifting of boxes or light equipment, including using hand trucks to transport materials, is required.
Job Summary:
Reporting to the Assistant Director of Alumni Relations and Events at the Graduate School of Arts and Sciences (GSAS), the Coordinator of Alumni Relations and Events is the first point of contact for GSAS alumni and serves a critical front-line position for all GSAS alumni events. The Coordinator will interact with external vendors, students, alumni, staff and faculty from across GSAS and the University. This position will also work closely with central Alumni Affairs and Development teams and with relevant offices around the University as they relate to GSAS events and programs.
Commitment to Equity, Inclusion, and Belonging: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.Benefits:We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.
Work Format:Hybrid (partially on-site, partially remote) Work Format Details:This is a hybrid position and will be based in Cambridge, MA.
Additional details will be reviewed during the interview process.About Us:Harvard Griffin GSAS is where scholarship and innovation meet, where ideas are challenged and theories developed, where new knowledge is created, and where scholars emerge. The mission of Harvard Griffin GSAS is to identify and attract the most promising students to form a dynamic and diverse community, and to shape them into visionary scholars, innovative educators, and creative leaders
