Development Assistant, Harvard Gift Planning

Reporting to a Gift Planning Officer this full-time non-exempt position on the Harvard Gift Planning (HGP) team supports the work of two Gift Planning Officers. The Development Assistant serves as principal administrative contact and liaison for external and internal constituencies including donors, alumni, faculty, senior academic leaders, and Harvard University colleagues.
Job-Specific Responsibilities:
Provides administrative support to gift officers throughout the entire prospect management process including (but not limited to) prospect outreach, lead tracking and entering data into the alumni/donor database, data gathering and maintenance, scheduling, meeting preparation and follow-up on action items.
Achieves proficiency in the alumni/donor database to research prospects, organize data and produce reports. Regularly updates the alumni /donor database to ensure all information is entered accurately and timely.
Maintains calendars for gift officers, organizes meetings, and takes/distributes notes.
Coordinates gift officers’ travel arrangements, reimbursements, and expenses in collaboration with the budget office.
Develops and prepares necessary background and solicitation materials prior to prospect meetings and is responsible for follow-up, which may include provision of various materials, and entering contact/visit reports.
Serves as a resource for colleagues and external stakeholders for policies, protocols, and procedures. Disseminates PGO policies, etc., via appropriate channels (e.g., Teams and The Source).
Handle confidential information pertaining to donors, alumni and students with discretion.
Interact with a wide variety of internal and external constituents with poise and professionalism.
Anticipates and resolves problems to effectively fulfill these responsibilities.
Research a wide variety of gift and academic areas to address questions from donors and their advisors.
Manage HGP Office Policy and Procedures Manual. Draft new material as needed and oversee any updates and revisions to the manual.
Serve as liaison to the Research team: communicate fundraising needs for research on prospects, particularly new and emerging prospects.
Assist with the marketing and logistics for planned giving training workshops offered to fundraisers across the University.
Required to attend relevant training sessions and professional development opportunities, including those at off-site locations. These may include Planned Giving Group of New England (PGGNE) monthly meetings, PG Calc training, Advance training, Alumni Affairs and Development All Staff Meetings and other sessions as deemed necessary.
Participate in weekly department meetings and meetings with direct supervisors as scheduled. Provide agenda items for discussion.
Responsible for keeping informed and current with changes in planned giving by reading articles, newsletters, reports, participating in discussions and informing others of recent changes in laws or policies.
Assist with special projects as needed.
Perform administrative duties for department, including phone coverage, and maintaining office files and materials.
Must adhere to all departmental and University policy and procedures. Keep informed of any changes to such guidelines.
The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position. This role may also be needed to provide interim staff support during peak periods or in order to provide coverage to other roles.
Basic Qualifications:
Minimum of one-two years of related experience, where education (beyond high school) may count towards experience.
Exceptional customer service skills, strong writing ability, and attention to detail is necessary.
Solid computer skills in a PC environment with the capability to master new software applications and technologies in database management.
Excellent skills in the functional use of Microsoft Office software, especially Word and Excel.
May be required to work during some designated University holidays.
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:
Exceptional customer service skills and strong attention to detail necessary.
Must be professional, confidential, honest and reliable. Must have an even disposition, poised confidence and the ability to deal effectively and politely with people with varied backgrounds, levels of experience and in all types of professional situations.
Must have definite capability to evaluate problems accurately and display good, sound and confidential judgment
Must be highly organized, detail oriented and have the ability to work competently and efficiently in a multi-task environment with set deadlines.
Must possess strong communication skills, both verbal and written. Outstanding knowledge of English grammar, spelling and punctuation required. Must possess the ability to compose, proofread and edit high-level correspondence.
Must have strong project management skills (e.g., tracking of deadline, coordinating stakeholders).
Solid computer skills in a PC environment with the capabilities to master new software applications and technologies in database management.
Excellent word processing required. Thorough understanding of Excel preferred. Experience working with confidential data and/or legal documents.

Employment type
Full-time

Work arrangement
Hybrid