Coordinator, Donor Relations

23-Feb-2024

Coordinator, Donor Relations

Harvard Business School

65019BR

Job Summary

Join a group of talented colleagues committed to excellence in delivering our mission to educate leaders who make a difference in the world, and encounter our amazing alumni who embody that mission professionally and personally. Grow your career here – be exposed to the inner workings of a first-class advancement office at a world-renowned business school, and develop your skills and experience.

As an integral member of the Donor Relations department within the External Relations group at Harvard Business School, the Coordinator manages key administrative processes to support data integrity efforts and business processes for the entire Donor Relations team. Reporting to the Associate Director, this position facilitates donor-centric fund management and supports robust, complex donor recognition and stewardship programs.

Position Description

DATA INTEGRITY

• Manages scheduled and ad hoc data integrity audits and updates, using both proactive and reactive measures.
• Maintains and documents data quality standards, including understanding and supporting data privacy policies.
• Executes a variety of data uploads and updates, conforming to set standards.
• Collaborates with key stakeholders to improve the data collection processes.
• Develops, documents, and implements best practices, continuously improving data management processes.
• Supports information sharing across Donor Relations and serves as a resource to staff in maintaining data quality.

REPORTING + METRICS

• Supports the Donor Relations operations through reporting, problem solving, software knowledge, and data analysis.
• Compiles data for annual fund spending and donor communication projects, including campus partner meetings.
• Creates fund-specific gift lists, historical beneficiary lists, financial histories of restricted funds, and lists of donors who have supported specific areas of interest on a regular and ad-hoc basis for the purposes of donor stewardship and cultivation as well as information sharing.
• Produces and ensures the accuracy of lists for public recognition and engagement purposes, including donor society, designation specific, and event invitation lists.
• Manages, collects, and shares monthly, quarterly, and annual metrics designed to measure departmental productivity.

FUND MANAGEMENT

• Liaises with the HBS Financial Office and Harvard University Alumni & Development Services group in regard to restricted fund creation and maintenance.
• Judiciously manages and guides the establishment of an average of 50 new donor-created funds a year and ensures that almost 1,400 existing donor-established fund records are accurately and actively managed.
• Serves as the main resource for Donor Relations and Development colleagues regarding donor and restricted fund information requests, providing transparent and responsive customer service to donors and campus partners.
• In coordination with the HBS Financial Office ensures that almost 900 donor-friendly financial statements are produced on an annual basis.

This role is also responsible for other duties as assigned.

Basic Qualifications

• High School Diploma, GED, or equivalent is required.
• 5+ years of experience in an administrative support role(s) and/or related experience is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.

Additional Qualifications and Skills

• Strong project and time management skills, with the ability to balance multiple priorities in a fast-paced environment.
• Able to creatively problem solve, think strategically and to anticipate the impacts of decision-making across multiple departments. Takes initiative in addressing operational inefficiencies, offering creative solutions.
• Demonstrates sound judgment, maturity, discretion, self-motivation, sense of humor and decision-making skills; exceptional attention to detail and proven ability to work with highly confidential information.
• Strong interpersonal and communication skills. Communicates effectively with the ability to disseminate complex information and business rules to a wide audience with varying skill sets
• Mastery of Excel.
• Experience with Ellucian ADVANCE, QuickBase, QlikView and other Business Intelligence technologies desirable.
• Motivated to learn and flexible to change.

Additional Information

This is a 40-hour/week, overtime-eligible position.

This role is offered as a hybrid (some combination of onsite and remote) where you are required to be onsite at our Boston, MA based campus 2 days per week. Specific days and schedule will be determined between you and your manager.

We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.

A cover letter is required to be considered for this opportunity.

Harvard Business School will not offer visa sponsorship for this opportunity.

Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment.

About Us

Founded in 1908 as part of Harvard University, Harvard Business School (www.hbs.edu) is located on a 40-acre campus in Boston. The School offers two full-time MBA and PhD programs, more than 175 Executive Education programs, and certificates and courses through Harvard Business School Online. For more than a century, Harvard Business School faculty have drawn on their research, connection to practice, global expertise, and passion for teaching to educate leaders who make a difference in the world. The School and its curriculum attract the boldest thinkers and the most collaborative learners who will shape the practice of business and entrepreneurship around the globe.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Alumni Affairs and Development, General Administration

Department Office Location

USA - MA - Boston

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

055

Department

External Relations

Annual Salary Range

$74,500 - $76,000 annually, commiserate with experience

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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