Stewardship Coordinator, FAS Donor Relations at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Stewardship Coordinator, FAS Donor Relations

Req ID: 66895BR

School or Unit: Alumni Affairs and Development

Description: Job Summary

Alumni Affairs and Development (AA&D)

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 University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP).

This full-time, non-exempt position manages data for the FAS stewardship, acknowledgement and recognition programs. Responsibilities include maintaining stewardship data in Advance, Filemaker and MS Sharepoint; auditing and processing new and existing fund stewardship information for reporting; tracking and maintaining undergraduate, graduate and professorship beneficiary information; producing gift and donor information for recognition, stewardship reporting and acknowledgements; and managing files and archives. The coordinator will play a critical role in advancing FAS Donor Relations' digital stewardship programs using new and existing technology. Must possess superb data management and analytical abilities, written and verbal communication skills, interpersonal skills, proofreading skills, project management and organizational skills, and research proficiency.

Position Description

Data Management and Analysis

• Manage new and existing data in Advance, Filemaker Pro, Sharepoint and other donor relations apps: update and maintain allocation stewardship information, contact reports, donor stewardship plans and task assignments.
• Ensure stewardship tasks are closed and rolled over and contact reports are entered on a timely basis
• Review all data produced and data received from other departments for discrepancies and proactively correct errors
• Request annual audit reports from FAS Operations. Assist stewardship team with the review of funds for stewardship, activation, priority and beneficiary counts.
• Prepare new fund tasks, allocation stewardee data and contact reports for import into Advance.
• Produce and review mailing and email lists and financial information
• Produce and distribute monthly task updates to colleagues on the Narrative Reporting team
• Maintain, build and update Filemaker Pro layouts and tables, MS Sharepoint lists, and workflow tools such as MS Power Automate
• Responsible for data management and information workflow in new digital donor relations reporting tools
• Primary liaison with FAS Operations team for FAS Donor Relations data and Business Intelligence needs
• Assist with other data, database, and Salesforce Marketing Cloud needs for the FAS Donor Relations team as needed.

Acknowledgements

• Produce and send participation and President's Associates level acknowledgments in coordination with the Acknowledgements Manager and email operations team
• Prepare and merge donor and giving data for acknowledgement emails, postcards and letters.
• Produce daily gift reports for fundraiser review and review gift and donor information for inclusion in the acknowledgements program
• Create individual contact reports and/or contact report lists for import into Advance

Undergraduate Financial Aid Program, Graduate Fellowship and Beneficiary Data

• Maintain contacts with Financial Aid, Registrar, GSAS Fellowship and Study Abroad offices and request regular beneficiary data files for FMP imports, stewardship reporting and tracking.
• Create and household all annual scholarship reporting tasks
• Review and process all beneficiary data from listed offices including student registration data, student responses from stewardship surveys and the undergraduate "Financial Aid Activity and Demographic Supplement," and travel abroad information.
• In coordination with stewardship officer responsible for professorship reporting, maintain current and accurate record of professorship chairs and vacancies across FDR systems
• Manage all beneficiary/fund relationship data in Filemaker Pro. Produce beneficiary lists for stewardship officers and coordinators for donor meetings, invitations and communications.
• Request, review and process annual invitation lists for Celebration of Scholars regional events and Cambridge flagship dinner. Import and maintain invitation lists in FMP database. Coordinate with Development Events team to ensure event RSVPs are imported, tracked and coded correctly.
• Project manage process and systems for informing graduate students about financial aid/fellowship awards.
• Develop and manage surveys and thank you letter requests for students and donors.
• Prepare data and mail merge for 400+ undergraduate financial aid stewardship letters/emails using Filemaker Pro, MS Word, Excel and other stewardship apps.
• Prepare data and assist with graduate fellowship, house renewal and other high volume stewardship mailings and emails.

Donor Recognition Program Operations-Gift Clubs and Donor Lists

• Assist with management of data for FAS donor recognition societies
• Produce and review annual honor roll lists for publication in coordination with the Development Assistant Specialist and FAS Operations team

• Request mail and email lists for annual report of associates from FAS Operations and facilitate mailings

Basic Qualifications

• Two or more years of related experience in a related environment.
• Familiarity with fundraising, the donor relations field, and Harvard a plus.

Additional Qualifications and Skills

• BA/BS preferred.
• Must be able to work with highly confidential information with a high level of discretion.
• Excellent analytic, written and verbal communication skills.
• Excellent computer skills. Must be proficient in Word, Excel and Sharepoint with experience creating mail merges. Familiarity with relational databases or reporting software a plus. Aptitude to learn new software programs essential.
• Exceptional attention to detail and accuracy.
• Strong research skills.
• Must demonstrate proficient project management skills.
• Must have excellent organizational skills with the ability to independently prioritize work, work on multiple tasks, and adapt to changing priorities.
• Willingness to engage in repetitive operations while maintaining a high level of accuracy.
• As part of the FAS Donor Relations team, work toward the successful execution of the Department's strategic plan and its business operations.

Additional Information

This position requires a 3 month orientation and review period.

Please include a cover letter with your application.

To learn more about the AA&D team, please visit our Careers site at https://alumni.harvard.edu/careers

To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/.

Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.

COVID 19 Vaccination Information: The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-JP1

Department Office Location: USA - MA - Cambridge

Job Code: 403040 Coordinator II

Job Function: Alumni Affairs and Development, General Administration

Work Format: Remote

Sub Unit: ------------

Salary Grade: 055

Department: Alumni Affairs and Development


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.

EOE 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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