Development Assistant Specialist, Major Gifts

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.

Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.

AA&D is comprised of the Faculty of Arts and Sciences (FAS) Development, Advancement Communications, Events & Donor Relations (ACEDR), University Development and Advancement Solutions (UDAS), the Harvard Alumni Association (HAA), and Office of Talent, Administration and Policy (OTAP).

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

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• 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 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.