Senior Associate Director, Stewardship Operations

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, Communications, Events & Donor Relations, University Development and Advancement Solutions, the Harvard Alumni Association (HAA), and AA&D Administration.

The Senior Associate Director is a full-time exempt employee who works to ensure optimal stewardship for our generous donors in collaboration with colleagues across the University, including senior leaders and fundraisers; FAS and Central Finance Offices, Centers, and Departments; AA&D’s Office of Gift Administration (OGA) and Operations (Ops) teams; and Stewardship and Donor Engagement colleagues. The position builds and maintains a deep understanding of the work of these departments and combines this perspective with an in-depth understanding of the business of stewardship teams to collaboratively improve processes and systems, developing innovative solutions to stewardship operations, systems, and fund finance issues that are integrated and aligned with the systems, structure, and needs of the larger organization.

The Senior Associate Director oversees production of financial reports and expenditure analyses, fund information processes, and the maintenance of stewardship data for FAS Development as well as University Development and Advancement Solutions. The Senior Associate Director serves as AAD’s resident expert on financial topics such as the Harvard endowment, complex gift models, and fundraising challenges, and responds directly to inquiries on these topics from donors and colleagues, including principal gift donors. 

The Senior Associate Director must:

• Work with financial systems and applications.
• Have a big-picture, donor-centric perspective along with excellent attention to detail, including superb data management, research, analytical skills, and in-depth understanding of technology that can support the work of donor relations.
• Provide excellent customer service, with a positive, can-do attitude, with proficient communication skills and demonstrated ability to take initiative and build strong relationships with colleagues.

Job-Specific Responsibilities:

• Manages a team that supports operations, fund management, copy editing, acknowledgements data, and other data and systems needs for the entire unit.
• Leads the Department’s data and systems strategy. Works collaboratively to create and manage efficient systems and processes that align with the processes and needs of the larger organization.
• Serves as the team’s primary liaison to Ops. 
  • Collects and manages data from a variety of sources, including the Financial Aid Office, Student Information System, Advance, and Faculty Chairs and Activity data. 
  • Optimizes FileMaker Pro database for efficient workflow management.
  • Serves as primary contact for data, list, and report requests. Works closely with Ops on data mass-mods and uploads to Advance.
• Collaboratively creates process improvements and technological solutions for a range of activities, including:
  • Evaluating and optimizing systems and software (such as Mythos, Academic Works, ThankView, FileMaker Pro/Adobe InDesign merges) to facilitate efficient workflows for impact reporting, Scholarship student assignments, fund use information management, and more.
  • Assessing and enhancing systems and processes used for acknowledgments.
• Tracks and audits terms, maturation, and expenditures of new and existing funds. Based on fund research, recommends funds eligible for inclusion in or removal from stewardship. Provides fund usage for impact reports.
• Ensures funds are spendable and spent appropriately, working with Finance, Departments and Centers, donors and fundraisers, and the Proposals team.
  • Works with Departments to prompt spending and ensure compliance with fund terms. 
  • Manages administration of certain aspects of fundraising challenge funds, tracking received gifts and applied matches and requesting fund transfers by OGA.
  • Reviews hybrid current-use gifts to Scholarship funds, tracks annual amount available for beneficiaries, and provides spending instructions to FAS Finance and the Financial Aid Office.
• Resolves complex fund administration issues, working with Finance, Ops, Proposals, Gift Terms, OGA, and relevant administrators.
  • Identifies gift discrepancies and requests transfers and gift modifications by Ops and OGA. 
  • Assists with special projects, such as reviewing fund capitalizations and decaps, researching fundraising impact, and gathering financial information from multiple sources for gift proposals.
• Produces formal financial reports for donors on current-use and endowment funds; produces internal gift and fund reports for departmental use. Maintains highest level of confidentiality and discretion in dealing with fund information.
  • Develops and maintains practices for financial disclosure in consultation with OGA and Gift Policy.
  • Oversees the staff member producing the University Endowment Report and provides support and supervision on its content.
  • Researches complex funds, gifts, and expenditures and develops detailed reporting for top donors.
  • Recreates fund financial histories with information pre-dating our electronic resources using AA&D “red books” and OGA fund files.
• Provides superior customer service in educating colleagues and donors on financial topics such as the endowment, assessments, and fund expenditures, serving as a local expert. Responds to inquiries regarding current-use and endowment funds. Plans and conducts presentations, workshops, and communications. Occasionally provides short- and long-range forecasting of endowment distributions for funds as part of the proposal process.
• Develops stewardship metrics to inform best practices, including by collaborating with Ops to create and enhance Qlik reporting.
• Works with the Managing Director and Executive Director in the successful execution of the Department’s strategic plan and business operations. 
• The above covers the most significant responsibilities of the position. It does not, however, exclude other appropriate and legitimate duties that may be required.

Basic Qualifications:

• BA/BS degree or equivalent from an accredited institution required. 
• Minimum of seven years of experience in higher education or related field preferred. 
• Experience with financial systems and applications or proven ability to learn these applications required. 
• Demonstrated experience completing detailed financial analyses. 
• Able to work with highly confidential information with a high level of discretion.
• You will be expected to 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:

• Experience navigating a large and complex organization. 
• Professional and confidential with an even disposition, good judgment, poised confidence, and ability to work effectively and politely with people from different experience levels in a variety of situations. 
• Ability to develop and sustain strong working relationships with FAS leadership, administrators, faculty, and colleagues within AA&D and across the University. 
• Ability to learn and use all resources available (Advance, CREW, FileMaker, Qlik, databases, central files, publications, professional contacts, etc.) to complete comprehensive research. 
• Proficient computer skills, including familiarity with financial and database tools and aptitude to learn new software programs. 
• Exceptional attention to details and accuracy. 
• Strong research skills and resourcefulness in obtaining information and overcoming obstacles with skill and tact. 
• Positive, can-do attitude and propensity to take initiative to resolve problems and create efficiencies. 
• Critical thinker. 
• Excellent interpersonal, diplomatic, and communication skills necessary to build successful working relationships with diverse members of the University community; strong ability to communicate in a leadership environment. 
• Excellent customer service skills. 
• Excellent organization skills with ability to prioritize work appropriately and adapt easily to changing priorities. 
• Must work independently on multiple tasks and deal effectively with conflicting priorities. 
• High work standards.

• Standard Hours/Schedule: 40 hours per week
• Orientation and Review Period: 3 months
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal
• Please include a cover letter with your application

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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 059. 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.