Development Assistant, External Relations

at  Harvard University

JOB SUMMARY

Working in the Harvard Business School (HBS) Development Office, this position is responsible for administrative activities that support frontline fundraising activities including portfolio and prospect management, fundraising results and projections, gift proposals, terms, and gift agreements. The Development Assistant works collaboratively across the team bringing all together in support of HBS fundraising.
This position supports the Gift Opportunities and Moves Management team and reports to the Senior Associate Director of Development Administration. As the Development Assistant for the Gift Opportunities and Moves Management team, they manage a range of team-wide efforts as well and projects. They are 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. They deliver excellent customer service and work collaboratively with other support staff and colleagues. In addition to providing day-to-day administrative support, this individual owns substantive projects benefiting the organization.

POSITION DESCRIPTION

Responsibilities Include:

• Creates and distributes monthly and ad hoc development fundraising activity reports to the Development team.
• Assists with data integrity auditing to ensure accurate fundraising reporting.
• Coordinates prospect and portfolio submissions entered via the External Relations Information Technology team.
• Serves as the liaison for to coordinate and prioritize large data requests, tracking progress to completion.
• Supports portfolio management activities including compiling the agenda and materials for the monthly
• Prospect Strategy Sessions (PSS) and list generation for biannual Portfolio Review Meetings.
• Compiles details on portfolio decisions with rationale to be added to the database for future review.
• Under direction of the Assistant Director utilizes existing templates to draft gift documentation.
• Tracks the terms review process with the University Alumni & Donor Services (ADS) team and maintains Workfront tracking providing updates on outstanding items.
• Partners with donor relations and gift management teams on all new restricted fund requests, updates, or gift transfers.
• Ensures accuracy of gift information and communicates necessary background to facilitate a seamless transition of the donor from solicitation stage to stewardship.
• Responsible for maintaining, organizing, and updating the team’s internal shared files and fundraiser share sites that provide tools and resources for frontline officers.
• Provides training and serves as a resource to DAC peers on HBS business practices for all prospect management activities.
• Manages the calendar for all team-wide and/or team-led meetings.
• Helps outline agenda and prepares meeting materials, records meeting minutes and handles next steps as assigned.
• Drafts monthly and officer communication emails.
• Compiles and distributes monthly team-wide metrics.
• Coordinates travel, meeting and event preparation for team members as needed.
• This includes calendar updates, compiling research, providing event support, preparing materials for alumni meetings and correspondence, completing expense reports, entering contact reports, next steps and strategy notes.
• Ability to perform the essential duties of the position with or without reasonable accommodation.
• This role is responsible for other duties as assigned.

BASIC QUALIFICATIONS

• High School Diploma, GED, or equivalent is required.
• 3+ years of experience in administrative support role(s) and/or related experience is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint and Outlook) experience is a must.

ADDITIONAL QUALIFICATIONS AND SKILLS

• Excellent verbal and written communication skills
• Proven customer service, interpersonal and organizational skills
• High level of attention to detail, ability to work independently, and work effectively with interruptions to meet tight deadlines and respond quickly.
• Ability to interact appropriately across all organizational levels and with alumni and donors
• Ability to manage confidential information appropriately with a high level of sensitivity and discretion Ability to learn new software and databases
• The ideal candidate will act as a leader amongst the greater Development Administration Team and set a positive example for other support staff across the team.
• An inclination towards peer mentorship and an impulse to improve processes and foster teamwork is strongly preferred
• Familiarity with Advance Web or other Customer Relationship Management programs/reporting tools and a working knowledge of complex excel functions is a plus

• Creates and distributes monthly and ad hoc development fundraising activity reports to the Development team.
• Assists with data integrity auditing to ensure accurate fundraising reporting.
• Coordinates prospect and portfolio submissions entered via the External Relations Information Technology team.
• Serves as the liaison for to coordinate and prioritize large data requests, tracking progress to completion.
• Supports portfolio management activities including compiling the agenda and materials for the monthly
• Prospect Strategy Sessions (PSS) and list generation for biannual Portfolio Review Meetings.
• Compiles details on portfolio decisions with rationale to be added to the database for future review.
• Under direction of the Assistant Director utilizes existing templates to draft gift documentation.
• Tracks the terms review process with the University Alumni & Donor Services (ADS) team and maintains Workfront tracking providing updates on outstanding items.
• Partners with donor relations and gift management teams on all new restricted fund requests, updates, or gift transfers.
• Ensures accuracy of gift information and communicates necessary background to facilitate a seamless transition of the donor from solicitation stage to stewardship.
• Responsible for maintaining, organizing, and updating the team’s internal shared files and fundraiser share sites that provide tools and resources for frontline officers.
• Provides training and serves as a resource to DAC peers on HBS business practices for all prospect management activities.
• Manages the calendar for all team-wide and/or team-led meetings.
• Helps outline agenda and prepares meeting materials, records meeting minutes and handles next steps as assigned.
• Drafts monthly and officer communication emails.
• Compiles and distributes monthly team-wide metrics.
• Coordinates travel, meeting and event preparation for team members as needed.
• This includes calendar updates, compiling research, providing event support, preparing materials for alumni meetings and correspondence, completing expense reports, entering contact reports, next steps and strategy notes.
• Ability to perform the essential duties of the position with or without reasonable accommodation.
• This role is responsible for other duties as assigned