Coordinator, Reunions and Classes in Cambridge, Massachusetts at Harvard University

002973SR
School/Unit Harvard University Central Administration
Department Alumni Affairs and Development
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 055
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment No

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, Communications, Events & Donor Relations, University Development and Advancement Solutions, the Harvard Alumni Association (HAA), and AA&D Administration.

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 Coordinator supports reunion and class engagement activities for alumni ranging from undergraduates to the eldest alumni.

Job-Specific Responsibilities:

• Provides administrative support for College class communications, events, and volunteer meetings.
• Creates and deploys broadcast communications and web content, in partnership with alumni volunteers and staff.
• Collects and maintains data related to alumni and student communication, participation, and volunteerism.
• Manages the day-to-day operations of the Association of Harvard College Class Secretaries and Treasurers (AHCCS&T), including the annual meeting, annual reporting, monthly necrology reports, the Quill and Key newsletter, onboarding and training new members, and meetings of the Executive Committee.
• Maintains volunteer resources and documentation on the Officer’s Lounge, a volunteer resource site.
• Supports the Associate Director with student and recent graduate volunteer committees, including the Senior Class Committee, the Student-Alumni Engagement Committee, and the Recent Graduate Engagement Committee.
• Provides volunteer training associated with class websites and email tools.
• Provides reporting and volunteer training for HAA-facilitated, in-house treasuries.
• Assists class volunteers with creation and deployment of class print and email newsletters.
• Facilitates coordination and communication across reunion and class-based events in May/June.
• Works closely with HAA (Harvard Alumni Association) and Events colleagues to hire, train, and manage HAA Student Lead Ambassadors throughout the academic year.
• Assists staff and volunteers with the management of class Zoom licenses.
• Provides front-line customer service support for alumni and volunteers, staying informed of activity and programs of Reunions and Classes, the HAA, and Harvard College.
• 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 required.
• 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:

• Personal Accountability
• Integrity and Trust
• Project Management
• Respect and Inclusion
• Bachelor’s degree preferred

• Standard Hours/Schedule: 35 hours per week
• Orientation and Review Period: 3 months
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Criminal
• Please include a cover letter with your application

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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 055. 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.