Associate Director, Events Administration

Harvard University
Position Title: Associate Director, Events Administration
Req ID: 66723BR
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).
Our enthusiastic and dynamic event professionals elevate our programs and cultivate memorable engagement experiences. Whether it's the buzz of coordinating world-renowned Commencement and Reunion celebrations, hosting exclusive gatherings with Harvard's intellectual leaders, or showcasing the latest campus innovations-our AA&D Events team crafts unforgettable experiences that make a memorable impact on our vibrant alumni and donor community.
Reporting to the Director of Events, the Associate Director will be a part of the events leadership team and be integral to assuring the team provides consistent and successful events and activities that support the development and alumni engagement efforts for the Faculty of Arts and Sciences (FAS), the University Development Office (UDO), and the Harvard Alumni Association (HAA). This position will oversee the robust onboarding and training plan for the team; align processes and protocols and oversee day-to-day operations; analyze and report monthly data on events and communicate to partners; manage and delegate administrative operations for the team; and lead special projects as assigned by the Director.

The Associate Director will centrally manage four event assistants, ensuring that our event managers have the highest level of support in a dynamic workplace environment. They will be responsible for creating a cohesive management structure for the event assistants, including goal setting and performance management, workflow management, learning and development, interim and permanent coverage assignments, and hiring and onboarding, amongst other tasks. This is to ensure competence in event management while also ensuring the team is in service to meeting AA&D goals.

This role may also project manage a small portfolio of events during transitional times and will be an active team member on-site at events.
Position Description

• Reports to the Director and serves on the events leadership team; has a baseline understanding of all event partners (FAS, HAA, UDO) and their priorities.
• Creates effective and transparent reporting and analysis on the teams' KPIs for AA&D partners by preparing reports from Workfront; ensures data integrity and analyzes data to review event trends.
• Manages the AA&D master events/travel calendar and convenes partners regularly to discuss opportunities for collaboration.
• Manages the day-to-day operations of the events assistants, including recruitment, hiring, and onboarding; education of AA&D unit goals and priorities; schedule and absence approval; and identifying tools and resources for the development assistants to be successful.
• Oversees the full-year performance management process for events assistants, in consultation with the event managers.
• Communicates regularly with Associate and Assistant Directors to discuss performance and support needs. Manages event assignments for support staff.
• Works closely with the Events leadership team and AA&D partners to identify training needs, skills enhancement, and professional growth opportunities for the support staff.
• Oversees onboarding and training plans to ensure that each support staff has the skills needed to ensure job success, has the knowledge to connect event activity to AA&D goals and priorities, and to promote professional development.
• Schedules guest speakers and relevant presentations for the full events team and subset groups (event managers, support staff, etc.).
• Serves as the main point of contact with our Operations and Finance teams to troubleshoot and streamline processes and provide open communication between departments.
• Provide project management on a small portfolio of events which includes creating responsibility charts and timelines and working with internal and external vendors and staffing.
• Some night and weekend work required.

KEY COMPETENCIES

• Staff Management experience required.
• Experience managing and executing events.
• Ability to initiate strategies that serve the long-term need of the organization and events team.
• General knowledge of the organization/institution (Harvard) as well as local units.
• Ability to engage, inspire, and influence.

Basic Qualifications

• A bachelor's degree from an accredited institution.
• Minimum of six years of office experience in administrative management, performance management, events, and related projects.

Additional Qualifications and Skills

• Experience working in a higher education environment preferable.
• Excellent organizational, time management, interpersonal, and communication skills.
• Proven ability to take initiative and work collaboratively with a variety of people and departments.
• Ability to work independently, use judgment, and provide excellent client service.
• Ability to set priorities among competing tasks, multiple constituencies, and deadlines.
• Ability to develop staff, deliver positive and constructive feedback, and motivate staff to deliver quality work
• Competency with Microsoft Office Suite, Zoom, and Workfront Project Management (preferred)
• Ability to work effectively and sensitively with staff during periods of increased workload and significant change using creative problem-solving skills.
• Strong written and oral communication skills required.
• Strong computer skills, including database management.
• This position requires good judgment, discretion, confidentiality, an understanding of processes, and excellent diplomatic skills to represent the Alumni Affairs and Development constituencies professionally.

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: 360058 Admin Offcr/SrIndiv Contrib
Job Function: Alumni Affairs and Development, General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 058
Department: Alumni Affairs and Development
Union: 00 - Non Union, Exempt or Temporary
Time Status: Full-time
Pre-Employment Screening: Education, 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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