Harvard University Staff Assistant III in Cambridge, Massachusetts

43157BRAuto req ID:43157BRLocation:USA - MA - Cambridge Business Title:Staff Assistant, Events (Time Limited)Sub-Unit:------------ Salary Grade:053Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:Minimum of 1 year of office experienceKnowledge of PCs and specifically of Microsoft Office programs (Word, Excel and PowerPoint is essential)Overtime required (can be significant during peak periods) including evenings and weekends Additional Qualifications:BA/BS from an accredited institution preferred.Excellent verbal and written communication skills, interpersonal skills, and phone/email mannerAbility to work well on a team, often under pressure and interact with staff, faculty, vendors, and guests professionally and with discretion as appropriate.Precise attention to detail.Strong grammar, spelling and proofreading skills are essential.Strong organizational skills.Ability to prioritize work under multiple deadlines and to deal with frequent changes and problems.Intermediate/advanced FileMakerPro skills a plus. A willingness and comfort in receiving further training in FMP and other software is required.Job requires standing for long periods of time and the ability to lift and carry heavy objects (up to 50 pounds.) Additional Information:This is a time-limited position with a set end date of June 29, 2018.Please include a cover letter with your application.Skills testing may be a component of the interview process for this position.The department of Alumni Affairs and Development at Harvard University is committed to diversity. We welcome applicants who bring varied experience, thought, and practice to the department’s mission to maintain and enhance an engaged community of alumni and friends worldwide and to lead the University’s fundraising efforts.Harvard University Benefits PackageVacation/Sick/Personal/Holidays: Harvard offers 3 (union roles) - 4 (exempt) weeks paid vacation, a paid holiday break between Christmas and New Year’s Day, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days each year.Medical/Dental/Vision Benefit: Harvard offers a variety of excellent medical, dental, and vision plans which all begin on the first day of employment.Retirement: University-funded retirement plan with full vesting after 3 years of service.Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted study options through participating Harvard Graduate Schools.Transportation: Harvard offers a 50% discounted MBTA pass as well as parking options to assist employees in their daily commute to campus.Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complimentary health services. There are also fee-based athletic facility memberships available at various locations around the university for employees. Department:Alumni Affairs & DevelopmentPre-Employment Screening:Education, IdentityJob Function:Alumni Affairs and Development, General AdministrationDuties & Responsibilities:SUMMARY:This is a non-exempt position that provides support for assigned events in the Alumni Affairs and Development Office. This assistant will work as part of a dynamic team to produce a diverse portfolio of mainly development related events. This assistant is responsible for the creation and management of event databases, the tracking of responses, and production of event materials including invitation envelopes, nametags, place cards, printed confirmations, etc. This assistant is also responsible for large mailings and facilitating event follow-up. Most importantly, this is a service-related role that will provide on-site event responsibilities supporting a team and will have some interaction with vendors and attendees who are primarily University alumni and donors. Teamwork, flexibility, rigorous attention to detail and organizational skills are essential in this role. This is an excellent opportunity for someone interested in exploring event management as a possible career path. This position’s responsibilities also include some administrative duties.DUTIES and RESPONSIBILITIES:1. Create and maintain databases of event invitees in Filemaker Pro (FMP), the team’s principal data management tool. Collaborating with planning partners to create invitation pools, further duties include creating tracking systems (FMP layouts, web registration pages, etc.) for each event, recording guest responses, and creating reports that showcase event status and results.2. Design and produce production materials (name tags, place cards, tent cards, attendee lists, diagrams, event signage, etc.) as well as reports as needed throughout the planning process.3. Coordinate all assigned event mailings (via multiple media) including save-the-date, invitation, reminder, confirmation, and post-event follow up.4. Communicate with guests via multiple methods (by phone, in writing, via email, and at events, etc.)5. Respond to event-related questions from staff, faculty, vendors, students, and guests.6. Handle various additional assignments at events as directed by event managers.7. Proof event materials before distribution for events.8. Provide on-site service and support at all events managed by the team. 9. Contribute to assigned, department-specific special projects, which could include refining or developing organizational systems, processes and department statistical reports.10. Supports any other event and project work as needed by team.School/Unit:Alumni Affairs and Development 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 or any other characteristic protected by law.