Development Assistant Specialist, Major Gifts at Harvard University — Cambridge, MA

Job Summary:

The Development Assistant Specialist is an integral member of the Faculty of Arts and Sciences (FAS) development team. This full-time non-exempt position supports a small portfolio of Major Gifts fundraisers to advance the philanthropic mission of the Faculty of Arts and Sciences.

Job-Specific Responsibilities:

• Provide comprehensive administrative and project support to a portfolio of Major Gift fundraisers, including:
• Managing tasks, workflow, and projects to help meet competing deadlines.
• Scheduling meetings, anticipating and resolving conflicts, and proactively reviewing calendars so key deadlines are met.
• Effectively direct the fundraisers on the flow of their day-to-day tasks.
• Support all aspects of the prospect management process for assigned fundraisers, including (but not limited to):
• Gathering, organizing, and maintaining accurate prospect and donor data.
• Drafting outreach, memos, correspondence, and reports.
• Preparing meeting and solicitation materials.
• Facilitating post-meeting follow up (drafting thank you notes, summarizing follow up steps and action items, and submitting contact/visit reports).
• Ensure timely and effective follow-up with donors by:
• Tracking gift conversations, solicitation strategies, and stewardship opportunities.
• Preparing and documenting next steps.
• Liaising with Research and other internal teams as needed.
• Support the Regional Lead fundraiser’s strategy by:
• Collecting and organizing region specific data for strategy, pipeline, reporting and planning.
• Coordinating planning meetings, including scheduling, agendas/materials, and meeting notes.
• Assist the Regional Lead with trip planning and follow up, including:
• Collecting, copy editing, and proofreading trip itineraries, briefings, and thank you notes associated with each trip.
• Communicating details around trip logistics, including updates, tasks, and deadlines with colleagues.
• May support small event activity including invite pool development, communication, event bios and logistics.
• Coordinate fundraisers’ travel, including:
• Booking travel and accommodations.
• Preparing accurate and timely expense reports.
• Managing and updating trip itineraries.
• Troubleshooting scheduling or logistical issues during travel days as needed.
• Draft a high volume of high-quality donor briefings with fundraisers for meetings with key administrators, including:
• Monitoring relevant internal and external activity.
• Researches internal resources for suggested talking points and strategy.
• Assessing University ties and giving history.
• Researching external philanthropy aligning with the University’s priorities.
• Achieve proficiency in the alumni/donor database in order to:
• Input and update data accurately and on time.
• Research prospects, organize data, and produce standard and ad hoc reports.
• Process and book complex, high level gifts and pledges:
• Ensure documentation accuracy, informing fundraisers of completed gifts, and coordinating with colleagues to ensure timely stewardship.
• Maintain organized, accurate, and accessible records in accordance with departmental policies.
• Provide professional, timely customer service to internal and external stakeholders both domestically and internationally.
• Communicate fundraisers’ schedules, bandwidth, and goals to internal constituents and manage expectations when fundraisers are unavailable.
• Serve as a resource for departmental policies, protocols, and procedures, and help ensure consistent application.
• Contributing to continuous improvement by identifying ways to make fundraising efforts more efficient and productive and sharing effective practices with colleagues.
• Build relationships and collaborate with other departmental teams across Alumni Affairs & Development and Harvard University to support shared goals.
• Actively participate in team and staff meetings and be an engaged, reliable member of the team.
• May be asked to partner on projects outside of their assigned job area. In the absence of the team’s Development Coordinator, may be asked to support their work.

Basic Qualifications:

• 1-2 years of related administrative office experience.
• Strong knowledge of Microsoft Office.
• Strong writing skills and attention to detail.
• Experience and comfort with running reports and data management.
• Available to work additional evening hours if necessary.
• You will be expected to attend meetings, 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:

• Capability of proactive and self-directed management of day to day work.
• 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.

Please include a cover letter as a part of your application to help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

• Orientation and Review Period: 3 months
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

Work Format Details

Salary Grade and Ranges

This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

• 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