Development Assistant, Harvard Gift Planning

Harvard University FAS Human Resources; Cambridge (MA); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Parental leave

Health insurance from day one

Retirement plan contributions

Tuition assistance

Job summary

Harvard University is seeking a Development Assistant for the Gift Planning team to support two Gift Planning Officers. You will serve as the primary administrative contact for donors, alumni, and internal colleagues, helping manage prospect data and coordinating meetings.

The role emphasizes discretion with confidential information, strong written communication, and seamless collaboration across departments.

Qualifications

• Minimum of one to two years of related experience.
• Exceptional customer service skills, strong writing ability, and attention to detail.
• Solid computer skills in a PC environment and ability to master new software.
• Excellent skills with Microsoft Word and Excel.

Responsibilities

• Provide administrative support to gift officers throughout prospect management and data entry into donor databases.
• Maintain calendars, schedule meetings, and distribute notes.
• Coordinate travel arrangements, reimbursements, and expenses with the budget office.
• Prepare background and solicitation materials for prospect meetings and track follow‑ups.

Skills

Customer service

Excellent writing

Microsoft Office

Travel coordination

Tools

Alumni/Donor database

Job description

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

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 Faculty of Arts and Sciences (FAS) Development, Advancement Communications, Events & Donor Relations (ACEDR), University Development and Advancement Solutions (UDAS), the Harvard Alumni Association (HAA), and Office of Talent, Administration and Policy (OTAP).

Job Description

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.

Qualifications

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.

Additional Information

Please include a cover letter as a part of your application to help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

• Orientation and Review Period:3 months
• Standard Hours/Schedule:35 hours per week
• Visa Sponsorship Information:Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening:Identity

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non‑Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard‑designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work‑life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non‑Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non‑discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non‑discrimination policy. Harvard's equal employment opportunity policy and non‑discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.