The Development Coordinator provides the highest level of administrative support to ensure the smooth execution of all activities for the Managing Director of Regional Development and the Assistant Dean of Development and Alumni Relations at the Harvard Graduate School of Design (GSD). Reporting to the Managing Director, this position is a crucial member of the GSD Development and Alumni Relations (DevAR) office, responsible for performing a wide range of duties to ensure smooth daily operations, effective administration, and clear communications. This person works independently and collaboratively in a fast-paced work environment with multiple and changing priorities and anticipates and resolves problems.
TYPICAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.
• Performs necessary support duties for the Managing Director of Regional Development (MD) and the Assistant Dean of Development and Alumni Relations (AD). These duties include but are not limited to: preparing agendas for officer travel and internal meetings, drafting briefings, drafting and editing correspondence, and running donor reports. It also involves managing calendars, coordinating regular team meetings, confirming appointments, making travel and accommodation plans, and reconciling officer expenses.
• Coordinates all aspects of the MD and AD prospect meetings including requesting updated prospect research; scheduling meetings, coordinating logistics, itineraries, briefing management; record-keeping in the donor database; follow-up correspondence, contact reports, and next steps.
• Supports the MD and AD portfolio work by serving as a strategy/thought partner, actively advancing next steps for cultivation, solicitation, and stewardship, guided by understanding GSD and the University and funding priorities and activities. Helps prepare for and participates in high-level prospect strategy meetings.
• Works with both MD and AD on drafting, editing, reviewing, and formatting gift proposals and briefings.
• Assists with the coordination and execution of important internal and external meetings.
• Conducts internet and database research on donors and works with the University’s research department as needed.
• Responsible for implementing and coordinating logistics for small cultivation and stewardship events and driving appropriate follow-up process along with MD and AD.
• Contributes to briefings for senior-level administrators, faculty, and the dean by conducting research and utilizing resources to prepare the first draft and making the document ready for AD and MD input, including writing background information, objectives, and talking points for the dean.
• Pulls, organizes, and analyzes donor lists for use in prospect and pipeline development.
• Works closely with colleagues across the DevAR team, including Director of Operations and Administration on Gift Policy Committee approval, donor research, gift terms, etc.; Assistant Director of Development Data Operations on fundraising reporting and tracking; Director of Strategy on proposal and product development; Executive Coordinator on Dean’s Office activity; Assistant Director of Events and Experiences on both large- and small-scale events; and many others.
• In coordination with DevAR development operations, maintains pipelines and keeps data accurate and updated according to the donor life cycle.
• Oversees the entry and upkeep of Next Steps and Next Step Dates in Advance. Follows up with fundraisers to ensure they complete assigned tasks on time.
• Performs administrative duties to support MD and AD, such as entering trip reports and other contact reports into Advance database system.
• Participates in regular departmental meetings and task forces and serves on school or university-wide committees.
• Performs other duties as required in response to the department’s changing needs.
• This position’s responsibilities also consist of varied projects and tasks that arise out of ongoing shifting demands that cannot always be foreseen. Flexibility, priority-setting and re-prioritizing, and initiative are essential.
• Strong entrepreneurial mindset is essential. Ability to successfully operate in situations that have parameters and guidelines, and in situations or an environment with few guidelines, parameters, and existing frameworks.
• Embody a high degree of professionalism and the ability to handle sensitive and confidential materials with sound judgement and discretion.
• Must be proactive and self-motivated to learn, ask questions, identify areas of need and opportunities for the team to improve and grow.
• Excellent organizational skills required.
• Capable of managing multiple assignments from multiple sources; be efficient, organized, detail oriented, and able to meet project deadlines.
• Exceptional written and verbal communication skills. Strong writing skills for effective internal communication, writing and revising briefings, drafting internal and external correspondence for senior academic leaders and at times for managers.
• Must be professional, enthusiastic, collaborative, focused, motivated to learn and flexible to change, reliable, and able to work effectively with people from different backgrounds and experience.
We are looking for people who:
• Are highly organized, flexible, and adaptable, with strong attention to detail and the ability to follow-through on tasks.
• Work independently with minimal supervision, as well as part of a team.
• Thrive in a fast-paced environment and can juggle competing priorities on tight deadlines.
• Employ effective verbal and written communication skills, including editing and proofreading.
• Can establish collaborative working relationships with internal and external constituencies.
• Have experience arranging complex domestic and international travel.
• Have a commitment to valuing diversity and contributing to an inclusive working and learning environment.
[Full-Time (Salaried)] Salary Range: 60000-70000
Candidates must reside in one of the following authorized payroll states: Massachusetts, all of New England, New York, Maryland and California.
• 5+ years of related administrative support experience, preferably in an academic environment or development office.
• Must possess strong written and verbal communication and customer service skills.
The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.
The interview process and position may be modified and is currently circumstantial, including a mix of virtual and in-person interviews, and remote and in-person onboarding.
Level of English Required: Advanced/Fluent
How to Apply:
Please apply online at the Harvard Careers website. Upload a cover letter and resume to: hr.harvard.edu/search-jobs and keyword search to requisition # 57036BR.
In order to be considered for this role, a cover letter is required. Candidates must be authorized to work in the United States now and in the future. We regret that we cannot sponsor a work visa.
The Harvard Graduate School of Design is passionate about fostering a diverse, inclusive, respectful, and professional work environment. Applicants of all race, ability, gender expression and identity, sexuality, religion, education, class, national origin, and diverse backgrounds are encouraged to apply.
Until our return to campus and full operational status, which is still to-be-determined, this interview process and position will take place in a modified manner – including virtual interviews, remote onboarding, and remote work.