Development Assistant Specialist, Principal Gifts, FAS

at  Harvard University

POSITION DESCRIPTION

The list below covers the most significant responsibilities of the position. However, it does not exclude other duties, the inclusion of which would be in conformity with the level of the position.

• Provides support to all aspects of the fundraisers prospect management process including (but not limited to) data gathering and maintenance; drafting prospect outreach, memos, correspondence, and reports; scheduling meetings, preparing meeting materials and follow-up action items, and drafting follow-up notes to stakeholders.
• Assist with managing fundraiser’s tasks, workflow, and projects to help them meet various and competing deadlines.
• Ensure fundraiser’s timely and effective follow up with donors, including tracking gift conversations, solicitation strategies, prepare follow-up steps and action items, keeping track of stewardship opportunities, liaising with Research teams.
• Schedule meetings and appointments, update fundraisers on all schedule changes, anticipates and resolves scheduling conflicts and proactively reviews calendar to ensure key deadlines can be met by fundraiser.
• Maintains and ensures records and documents are organized and accessible.
• Drafts a high volume of high-quality donor briefings in partnership with fundraiser for meetings with the President, Deans, Provost, Faculty, and other staff. Including monitoring activity within and outside of the FAS, drafting talking points and donor strategy, assessing University ties and affiliations, analyzing giving history, researching philanthropy outside of the University, and examining University’s current priorities.
• Achieves proficiency in the alumni/donor database to research prospects, organize data and produce reports.
• Regularly manages updates to the alumni/donor database to ensure all information is entered accurately and timely.
• Develops and prepares necessary meeting and solicitation materials prior to prospect meetings and is responsible for facilitating post meeting follow-up, including drafting thank you notes and submitting contact/visit reports.
• Process and book complex, high-level gifts and pledges through the proper channels. Inform fundraisers of completed gifts and communicate with colleagues to ensure accurate stewardship.
• Coordinates fundraiser’s travel arrangements including booking travel and accommodations; managing trip itineraries including scheduling appointments, confirming locations, and troubleshooting during travel days as needed.
• Prepares detailed expense reports and ensure trip follow up is completed, including preparing debriefs and making database updates.
• Provides customer service to internal and external stakeholders such as donors and/or alumni both domestically and internationally.
• Communicate fundraiser’s schedule, bandwidth, and goals to internal constituents when fundraiser is unavailable.
• Serves as a resource for policies, protocols, and procedures.
• Strategizes new and creative ways for fundraising efforts to be more efficient and productive.
• Builds relationships and collaborates with other departmental teams including (but not limited to) the University Development Office, Harvard College Fund, Communications, Events, Alumni Development Services, Development Technology Services, and the Harvard Alumni Association.
• Participates in various team and staff meetings throughout the year and is an engaged member of the team.
• Provides other job-related duties as required.

BASIC QUALIFICATIONS

• 1-2 years of related experience.
• Strong knowledge of Microsoft Office software
• Strong writing skills and attention to detail
• Available to work additional evening/weekend hours if necessary

ADDITIONAL QUALIFICATIONS AND SKILLS

• Must be highly organized, detailed oriented and can work competently and efficiently in a multi-task environment.
• Strong written and oral communication skills, including strong knowledge of English grammar, spelling and punctuation.
• Ability to accurately proofread and edit correspondence.
• Strong interpersonal skills; excellent phone manner and personal presentation.
• Ability to work under pressure, understand and follow policies and procedures, and accommodate change.
• Ability to work independently as well as collaboratively on a team.
• Experience interacting with corporate executives and senior level staff preferred. Comfortable speaking in group settings.

• Provides support to all aspects of the fundraisers prospect management process including (but not limited to) data gathering and maintenance; drafting prospect outreach, memos, correspondence, and reports; scheduling meetings, preparing meeting materials and follow-up action items, and drafting follow-up notes to stakeholders.
• Assist with managing fundraiser’s tasks, workflow, and projects to help them meet various and competing deadlines.
• Ensure fundraiser’s timely and effective follow up with donors, including tracking gift conversations, solicitation strategies, prepare follow-up steps and action items, keeping track of stewardship opportunities, liaising with Research teams.
• Schedule meetings and appointments, update fundraisers on all schedule changes, anticipates and resolves scheduling conflicts and proactively reviews calendar to ensure key deadlines can be met by fundraiser.
• Maintains and ensures records and documents are organized and accessible.
• Drafts a high volume of high-quality donor briefings in partnership with fundraiser for meetings with the President, Deans, Provost, Faculty, and other staff. Including monitoring activity within and outside of the FAS, drafting talking points and donor strategy, assessing University ties and affiliations, analyzing giving history, researching philanthropy outside of the University, and examining University’s current priorities.
• Achieves proficiency in the alumni/donor database to research prospects, organize data and produce reports.
• Regularly manages updates to the alumni/donor database to ensure all information is entered accurately and timely.
• Develops and prepares necessary meeting and solicitation materials prior to prospect meetings and is responsible for facilitating post meeting follow-up, including drafting thank you notes and submitting contact/visit reports.
• Process and book complex, high-level gifts and pledges through the proper channels. Inform fundraisers of completed gifts and communicate with colleagues to ensure accurate stewardship.
• Coordinates fundraiser’s travel arrangements including booking travel and accommodations; managing trip itineraries including scheduling appointments, confirming locations, and troubleshooting during travel days as needed.
• Prepares detailed expense reports and ensure trip follow up is completed, including preparing debriefs and making database updates.
• Provides customer service to internal and external stakeholders such as donors and/or alumni both domestically and internationally.
• Communicate fundraiser’s schedule, bandwidth, and goals to internal constituents when fundraiser is unavailable.
• Serves as a resource for policies, protocols, and procedures.
• Strategizes new and creative ways for fundraising efforts to be more efficient and productive.
• Builds relationships and collaborates with other departmental teams including (but not limited to) the University Development Office, Harvard College Fund, Communications, Events, Alumni Development Services, Development Technology Services, and the Harvard Alumni Association.
• Participates in various team and staff meetings throughout the year and is an engaged member of the team.
• Provides other job-related duties as required