Job Listings

External Relations Coordinator

Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Development and Fundraising
Type:
Full-Time
Harvard Radcliffe Institute

66207BR

Job Summary

The External Relations Coordinator will report to the Associate Dean for External Relations and will be responsible for managing various administrative duties to support the Associate Dean and ensure smooth operations of the External Relations department. The role involves implementing administrative tasks, assessing and improving administrative processes, facility with financial systems, assisting in volunteer and donor management, and supporting the Dean's Advisory Council. The ideal candidate should possess high levels of organization, professionalism, discretion, and be comfortable working in a fast-paced environment.

Position Description

Calendar Management and Departmental Meeting Coordination:

  • Assist the Associate Dean with calendar management, scheduling meetings within and across departments.
  • Plan and organize team meetings, prepare agendas, compile background materials, develop supporting presentation materials, and disseminate meeting notes.
  • Maintain data in the University's shared database.

Dean's Advisory Council (DAC) Coordination:

  • Drive timeline and coordination for bi-annual DAC meetings.
  • Communicate regularly with DAC members to confirm attendance, meeting logistics, and address their questions.
  • Coordinate annual swag orders for DAC meetings and broader departmental use.

Development Travel:

  • Serve as a key liaison to the Dean's Office for managing meetings, planning and coordinating development travel.
  • Coordinate calendars for development travel.
  • Provide support for trip scheduling, including prepping itineraries and booking travel arrangements.
  • Oversee on-campus decanal meetings, coordinating all meeting logistics.

Data Management and Reporting:

  • Maintain prospect data in the donor database (Advance).
  • Organize data and generate scheduled and ad hoc reports. (MS Office and Qlikview applications)
  • Develop presentations, including data visualizations, for internal and external stakeholders. 

Office Administration and Special Projects:

  • Compose and edit correspondence, organize mailings, and handle phone outreach.
  • Manage assigned financial processes including but not limited to: P-cards, processing and reconciling department invoices, ensuring compliance with policy and procedure.
  • Prepare meeting agendas, take and disseminate meeting notes, and proofread materials.
  • Develop templates for donor briefings or relevant meeting memos to prepare administrators for meetings with donors and ER
  • Assist with planning and preparing for development events.
  • Manages special projects, as assigned. 

Team Meetings and Office Coordination:

  • Lead regular team meetings, and departmental staff engagement efforts like annual retreats, holiday parties, and office celebrations.
  • Coordinate new staff onboarding.
  • Manage the departmental calendar and oversee office supplies.
  • Handle confidential information with discretion.

Supervisory Responsibilities:

  • None
Basic Qualifications
  • Bachelor's degree plus two years of related administrative experience.¿ An equivalent combination of education and experience may be considered. 
  • Comprehensive knowledge of Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.  

Successful candidates will exhibit: 

  • Excellent analytical skills, written and verbal communication skills are essential, strong organizational and time management skills, and detail-orientation. 
  • Ability to develop and maintain good working relationships with staff at all levels of the department and across the Institute. 
  • Ability to work independently and with sound judgment, meet deadlines, manage multiple assignments, and solve problems. 
  • Ability to handle sensitive and confidential information with tact and discretion. 
  • Must possess strong communication skills, both verbal and written. Outstanding knowledge of English grammar, spelling and punctuation required. Must possess the ability to compose, proofread and edit technical materials and correspondence.
  • Aptitude to learn new software applications and technologies and apply in regular work.
Additional Qualifications and Skills
  • Previous experience in office environment and/or comparable administrative work. 
  • Experience working with confidential data. 
  • Experience with Advance software or other database management. 
Physical Requirements

The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

  • Employees must have the ability to sit at a desk for a minimum of 7 hours a day and complete tasks requiring repetitive use of hands.  Occasionally lifting or moving items up to 40 pounds. 
Working Conditions
  • This job is performed in a temperature-controlled office environment and is a hybrid position with a minimum of two days in the office.
  • Some evening/weekend hours will be required.
  • Must have flexibility to adjust schedules to support programmatic onsite or offsite activities 
Additional Information
Please note that cover letters are required for every application for a position at the Harvard Radcliffe Institute: 

Interviews:
We will be conducting interviews virtually and might invite finalist candidates for on-campus interviews. We appreciate your understanding and flexibility with our interview process.

Complete applications will be reviewed on a rolling basis until the position is filled. However, we encourage all interested candidates to apply before July 20, 2024.

Work Format Details
This role is a hybrid position, requiring the incumbent to work two days onsite at our Cambridge, MA-based campus. While onsite work is typically two days per week, there may occasionally be a need for additional onsite work to support programmatic activities during peak periods. The specific schedule will be determined between the incumbent and their manager.

All remote work must be performed in a state where Harvard is registered to do business. These states include *CA, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA.

Note*: Incumbents in this position may not work from California.

About Us
About the Harvard Radcliffe Institute:

The Harvard Radcliffe Institute is dedicated to creating and sharing transformative ideas across the arts, humanities, sciences, and social sciences. The Fellowship Program annually supports the work of 50 leading artists and scholars. Academic Ventures and Engagement fosters collaborative research projects and sponsors lectures and conferences that engage scholars with the public. The Schlesinger Library  documents the lives of American women of the past and present for the future, furthering the Institute's commitment to women, gender and society.

We are proud to be an Affirmative Action/Equal Opportunity Employer and are committed to achieving our goals through the efforts of a highly skilled, diverse workforce. With outstanding benefitscompetitive payextensive learning opportunities, and a stimulating and attractive work environment, the Harvard Radcliffe Institute at Harvard University may be exactly the employer you have been looking for.

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.
Job Function
Alumni Affairs and Development, General Administration

Department Office Location
USA - MA - Cambridge

Job Code
403134 Coordinator I

Work Format
Hybrid (partially on-site, partially remote)

Sub-Unit
*

Salary Grade
054

Department
External Relations

Union
55 - Hvd Union Cler & Tech Workers

Time Status
Full-time

Pre-Employment Screening
Education, Employment, Identity

Commitment to Equity, Diversity, 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.

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.
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