Alumni Relations Assistant, Clubs and Shared Interest Groups

Harvard University • Cambridge, MA

10d • Hybrid

About The Position

The Harvard Alumni Association (HAA) seeks an administrative professional to join the fast-paced and dynamic Alumni Clubs and Shared Interest Groups (SIGs) team of ten. This full-time, non-exempt position serves as a key administrator reporting to the assistant director of Clubs and SIGs and supporting the work of the larger Clubs and SIGs team. As the general point of alumni contact for the team, the alumni relations assistant (ARA) delivers excellent customer service to alumni and volunteer inquiries. The ARA engages frequently with internal and external constituents always representing the HAA in a professional manner. The candidate will have strong attention to detail and accuracy, is highly organized, and takes a proactive approach to supporting and anticipating the needs of the team. The candidate is thoughtful when corresponding with alumni volunteers to understand the full scope of their inquiry and provide the resources to address their needs. The successful candidate is comfortable operating in an environment of multiple and sometimes conflicting priorities, necessitating flexibility and good judgment in prioritizing deliverables.

Requirements

• At least one year of experience in administrative support roles, program or project support, or related field.
• Impeccable attention to detail.
• Experience with problem solving.
• Strong written, verbal, and interpersonal skills, and ability to confidently engage with both internal and external constituents.
• Proficiency across Microsoft Office Suite and Zoom.
• Ability to learn new software and databases.
• Sound judgment.
• Able to prioritize competing demands in a dynamic environment and complete work on time with minimal oversight.
• Works well independently and as a collaborative team member.
• Self-motivated, flexible, responsive, reliable.
• Culturally aware and sensitive to diversity issues regarding the internal and external Harvard community.

Nice To Haves

• BA/BS degree from an accredited institution preferred.

Responsibilities

• Assists with in-person, virtual, and hybrid meetings, coordinating logistics such as room reservations and technology.
• Supports the Assistant Director with program execution, meetings with partners, meeting notes, and tracking and communications for SIG programming (e.g., SIG Meetups and SIG Showcase).
• Supports the Summer Community Service Fellowship program through registration tracking, student applications and fellowship invoices.
• Aids with the Speakers Bureau program through catalog and request form updates, submission tracking, Club outreach, and faculty speaker briefing memos.
• Runs the Harvard Prize Book program in collaboration with campus partners at The Harvard Coop.
• Supports the annual Alumni Leadership Conference and International Leadership Workshop by reviewing registration data for discrepancies and updating event microsites.
• Provides additional project support across the team, as needed.
• Serves as the main contact for alumni data management, including maintaining accurate and timely alumni database updates, fulfilling alumni list requests by preparing and distributing data to organizations and staff liaisons, updating Club and SIG directory webpages and email forwarding addresses, and verifying alumni membership for approved Shared Interest Groups.
• Researches and prepares alumni briefing memos for senior staff visits/calls with Clubs/SIGs.
• Coordinates web updates and resources on alumni.harvard.edu and officerslounge.clubs.harvard.edu with staff liaisons and the Associate Director for Digital Tools Strategy.
• Supports the Clubs and SIGs Insider monthly newsletter distributed to more than 2,000 volunteers, by assisting with collecting and editing content, preparing distribution lists, and tracking engagement metrics.
• Assists with Club and SIG Connections Calls (three a year, per region), including invitations, registration, Zoom coordination, and call monitoring.
• Supports presentations using data visualizations, images, and content.
• Creates and tracks surveys and assists with survey development across the team.
• Tracks Shared Interest Group activity, including concept proposals, SIG convenings, and the SIG opt-in process.
• Follows procedures and processes with high attention to detail, accuracy and focus.
• Assists the Assistant Director and staff liaisons with managing tasks, projects, and competing deadlines.
• Anticipates staff needs and takes a proactive, creative, and strategic approach to problem solving.
• Works collaboratively and cross-functionally across the team on administrative assignments.
• Takes meeting notes for weekly team meetings and staff liaisons as needed.
• Serves as the front-line team representative for the Clubs and SIGs team mailbox, triaging emails and providing appropriate response and support.
• Serves as a resource for policies, protocols, and procedures.
• Maintains organized, accessible records and documents.
• Works in the office as required to support Club and SIG projects and programs.
• Staffs HAA and team events on campus, such as the Alumni Leadership Conference, HAA Board Meetings, Alumni Day, SIG Meetups, and HAA reunions.
• Staffs virtual events and schedules meetings as requested.
• Performs other duties as assigned.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree