Harvard University Coordinator II in Cambridge, Massachusetts

45048BRAuto req ID:45048BRJob Code:403040 Coordinator II Location:USA - MA - Boston Business Title:Coordinator, Major and Principal GiftsSub-Unit:------------ Salary Grade:055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

Requires a minimum 5 years of direct office and or administrative experience.

Additional Qualifications:

BA/BS preferred.

Experience in higher education, special events and project management are beneficial.

This individual works independently with limited supervision in a fast-paced work environment with multiple conflicting priorities. S/he is a process-oriented, strategic thinker who anticipates and proactively resolves problems, excels at multi-tasking, and has strong project and data management skills. Must be able to take initiative and work independently to make decisions and meet deadlines. Candidate must be a team player, work collaboratively with others, be flexible and adaptable, and understand the importance of excellent customer service in both internal and external interactions.

Must have an intermediate to advanced working knowledge of Microsoft excel, strong familiarity with all Microsoft applications, and facility with learning new software / databases. Must have excellent editing and proofreading skills as well as attention to detail.

The ability to work during reunion weekend (2x/year in May/June and Sept/Oct) and during some designated University holidays is required. Occasional evening event work will occur but advance notice will be given.

Preferred Qualifications:

The ideal candidate will have the professional maturity to act as a leader amongst the greater Development Administration Team and set a positive example for other support staff across the team. While experience managing others is not a requirement for the role, an inclination towards peer mentorship and an impulse to improve processes and foster teamwork is strongly preferred. The Coordinator will treat all Harvard Business School material and staff interactions confidentially.

Experience in a development shop is also a plus.

Additional Information:

Officer Support

  • Provides day to day administrative support to the Senior Director of Major Gifts, the Senior Gift Planning Officer, and one Major Gift Officer. Prepares officers for travel which may include: generating itineraries, making hotel and flight arrangements, compiling prospect research, and preparing materials for alumni. Supports trip follow up by preparing expense reports, sending follow up materials to alumni, and entering contact reports.

  • Additional event responsibilities related to event execution include: preparing invitation lists, sending invites, managing RSVPs, writing event bios and briefings for senior leadership and faculty, working independently with event sites, working within a defined budget, and coordinating all aspects of event follow up. Serves as the lead liaison with ER Events Team and AM&C on events as needed.

  • May assist in preparing gift proposals, prospect briefings and ensuring gift/pledge information is entered into Advance database.

  • Drafts correspondence, answers phones, and maintains calendars. Regularly makes decisions on time commitments for busy Senior Director, Major Gifts, ensuring this individual’s time is well-focused on strategic priorities.

  • Other administrative/professional responsibilities as needed.

Additional Skills / Experience:

Familiarity with Advance Web or other Customer Relationship Management programs/reporting tools and a working knowledge of complex excel functions a plus.

Cover Letter is Required.

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Department:External RelationsPre-Employment Screening:Identity Job Function:Alumni Affairs and Development, General AdministrationDuties & Responsibilities:

The Coordinator works on an interdependent team of support staff (Development Administration) within the larger HBS Development Team and reports to the Sr. Assistant Director, Development Administration.

This position is responsible for performing a variety of complex administrative activities related to principal and major gift fundraising efforts. S/he works directly with the Managing Director, Principal Gifts, the Senior Director, Major Gifts, and the Senior Gift Planning Officer, supporting projects connected to each functional team’s role in meeting annual and long-term fundraising goals. This position also supports a Major Gift officer in all aspects of day-to-day work. This individual works independently with limited supervision in a fast-paced work environment with multiple conflicting priorities. S/he is a process-oriented, strategic thinker who anticipates and proactively resolves problems, excels at multi-tasking, is a team player, is flexible and adaptable, and has strong project management and data management skills. S/he delivers excellent customer service, and works collaboratively with other support staff and colleagues. In addition to providing day-to-day administrative support, this individual owns substantive projects benefiting the team.

Principal Gift / Major Gift / Planned Giving Support

  • Responsible for team-wide coordination and project management for these three separate yet connected fundraising teams.

  • Generates multiple monthly reports critical to monitoring team progress toward fundraising goals, including working with University Planning Giving to track planned gifts. Makes strategic, process-oriented, and operational recommendations based on reporting outcomes and team needs.

  • Responsible for generating agendas, related supporting materials, and minutes for team meetings.

  • Works with front line leadership to prepare agendas for weekly Prospect Review Meetings, including developing quarterly meeting calendar and collecting information from Major gift officers and distributing information in a timely and accurate manner.

  • Works with front line leadership and Moves Management to track and report on the status of prospect pipelines, activity, proposals, solicitations, verbal commitments and closed gifts.

  • Manage large data sets for marketing, communications and stewardship outreach.

  • Manage the administration, processing, and tracking of planned gifts, serving as a liaison with HBS Gift Management, University Planned Giving, and Harvard Management Company

  • Answers the main gift planning phone line and monitors the gift planning email inbox, directing calls and emails to the appropriate development officer for response.

  • Coordinates efforts around the John C. Whitehead Society, including preparing welcome letters to new members and working with Stewardship to add or update membership records in Advance.

School/Unit:Harvard Business School 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 or any other characteristic protected by law.