Reporting to the Assistant Director of Alumni Relations and Events at the Graduate School of Arts and Sciences (GSAS), the Coordinator of Alumni Relations and Events is the first point of contact for GSAS alumni and serves a critical front-line position for all GSAS alumni events. The Coordinator will interact with external vendors, students, alumni, staff and faculty from across GSAS and the University. This position will also work closely with the Office of Career Services, with central Alumni Affairs and Development teams, and with the GSAS Dean’s Office.

• Coordinates alumni-related events throughout the academic year (i.e. Alumni Council meetings, domestic and international chapter events, departmental reunions, Alumni Day, Leveraging Your PhD) by managing the invitations, marketing, and responses, and working with vendors, caterers, and venues. Develops registration websites and manages logistics throughout the whole process (overseeing the production and preparation of name tags, folders, promotional materials, table tents, registration lists, etc.), coordinates parking and transportation needs, and serves as liaison to the Communications team for updating the website and other print collateral. Serves as main point of contact for vendors and for alumni registration for each event. Serves as a key member of the Global Outreach and Alumni Relations team and must have strong interpersonal skills in greeting and interacting with guests at various events.

• Partners with various GSAS teams to execute programs such as Harvard Horizons, GSAS Welcomes, Directors of Graduate Studies (DGS) retreats, and Admitted Students Day, including securing venues, coordinating technical services, and managing marketing to broader student/alumni/academic department audiences.

• Creates analytical and demographic data reports on alumni registrants and attendees for each event to inform strategic planning for future events and programs. Works directly with Alumni Development Services to track and update alumni attendance data in Advance

• Provides support to the Assistant Director on the creation and distribution of the GSAS Alumni Bulletin e-Newsletter, which is sent 6 times a year. Builds and designs email newsletter in Salesforce, pulls updated distribution lists per sends, and prepares and sends final newsletter to alumni.

• Creates and manages all alumni email broadcasts. Works directly with central Alumni Affairs and Development team to create and update e-mail templates for the bulletin and all other broadcast emails. Edits and updates all yearly and new publications and signage for GSAS alumni events and marketing efforts.

• Oversees data management and data projects, including updating alumni and departmental data in Advance, generating lists and population reports on alumni for internal and external uses, collaborating directly with departments to produce departmental newsletters through Salesforce Marketing Cloud. Works closely with the Senior Director of Global Outreach and the Director of Alumni Relations and Events to provide additional services and support to GSAS departments.

• Builds and manages Commencement website and registration form, coordinates the fulfillment of 700+ individual ticket orders and oversees staffing of the ticket distribution tables. Serves as main point of contact for Commencement vendors, venues, spaces, and technical services, and provides on-site logistics management at all Commencement activities.

• In conjunction with the Senior Director of Global Outreach, the Senior Associate Director of Alumni Relations and Events, and the Assistant Director of Alumni Relations and Events, supports the work of Council committees, forges relationships with Alumni Council members, and plans and executes assigned aspects of Council meetings.

• Manages the GSAA email account and main phone line, keeps track of and assists with any and all alumni inquiries, updates alumni records and forwards relevant inquires to central AA&D Alumni and Donor Services office. Oversees the ordering of GSAS souvenirs for events and reunions, and all stationery and event-related materials.

• Prepares necessary paperwork for new and existing independent contractors and submits it to the administration team for HR, and processes invoices and reviews Purchase Card and Corporate Card purchases.

• Manages and delegates tasks for student worker throughout the academic year and our temporary staff throughout of the year.

Three plus years of related experience

• Bachelor’s degree preferred

• Strong writing and communication skills

• Ability to work independently and manage multiple competing priorities

• Sound judgment and good decisions making skills

• Strong customer service orientation

• Data management skills

• Familiarity with Adobe Creative Suite, Microsoft Office, Salesforce Marketing Cloud, Certain Events, Basecamp, Advance Reporting, and QlikView and/or Tableau would be helpful

Frequent movement in preparation of and during events including walking, stairs, moving furniture, lifting boxes and light equipment (including using hand trucks to transport materials).

Harvard University continues to place the highest priority on the health, safety, and well-being of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Harvard University Health Services employees and other healthcare individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

We invite you to submit a cover letter with your application to this position.

The position is based in Cambridge, MA. There is a minimum of 3 days per week on-campus.

This position will require occasional evenings and weekend work and may involve travel.

All formal written offers will be made by FAS Human Resources

General Administration

USA - MA - Cambridge

403134 Coordinator I

Hybrid (partially on-site, partially remote)

Graduate School of Arts and Sciences

-

Full-time

054

55 - Hvd Union Cler & Tech Workers

Identity

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.

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.