Alumni Relations Assistant, Clubs and Shared Interest Groups

Harvard Alumni Association Administrative Professional

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.

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.

The Harvard Alumni Association seeks an administrative professional to join the fast-paced and dynamic Alumni Clubs and Shared Interest Groups (SIGs) team of ten. This full-time, non-exempt position serves as a key administrator reporting to the assistant director of Clubs and SIGs and supporting the work of the larger Clubs and SIGs team. As the general point of alumni contact for the team, the alumni relations assistant (ARA) delivers excellent customer service to alumni and volunteer inquiries.

The ARA engages frequently with internal and external constituents always representing the HAA in a professional manner. The candidate will have strong attention to detail and accuracy, is highly organized, and takes a proactive approach to supporting and anticipating the needs of the team. The candidate is thoughtful when corresponding with alumni volunteers to understand the full scope of their inquiry and provide the resources to address their needs.

The successful candidate is comfortable operating in an environment of multiple and sometimes conflicting priorities, necessitating flexibility and good judgment in prioritizing deliverables.

Job-Specific Responsibilities:

• Project Support (25%)
• Assists with in-person, virtual, and hybrid meetings, coordinating logistics such as room reservations and technology.
• Supports the Assistant Director with program execution, meetings with partners, meeting notes, and:
• Tracking and communications for SIG programming (e.g., SIG Meetups and SIG Showcase).
• Supporting the Summer Community Service Fellowship program through registration tracking, student applications and fellowship invoices.
• Aiding with the Speakers Bureau program through catalog and request form updates, submission tracking, Club outreach, and faculty speaker briefing memos.
• With support from the assistant director, the ARA runs the Harvard Prize Book program in collaboration with campus partners at The Harvard Coop.
• Supports the annual Alumni Leadership Conference and International Leadership Workshop by reviewing registration data for discrepancies and updating event microsites.
• Provides additional project support across the team, as needed.
• Communication and Volunteer Management (35%)
• Serves as the main contact for alumni data management, including:
• Maintaining accurate and timely alumni database updates.
• Fulfilling alumni list requests by preparing and distributing data to organizations and staff liaisons.
• Updating Club and SIG directory webpages and email forwarding addresses.
• Verifying alumni membership for approved Shared Interest Groups.
• Researches and prepares alumni briefing memos for senior staff visits/calls with Clubs/SIGs.
• Coordinates web updates and resources on alumni.harvard.edu and officers lounge.clubs.harvard.edu with staff liaisons and the Associate Director for Digital Tools Strategy.
• Supports the Clubs and SIGs Insider monthly newsletter distributed to more than 2,000 volunteers, by assisting with collecting and editing content, preparing distribution lists, and tracking engagement metrics.
• Assists with Club and SIG Connections Calls (three a year, per region), including invitations, registration, Zoom coordination, and call monitoring.
• Supports presentations using data visualizations, images, and content.
• Creates and tracks surveys and assists with survey development across the team.
• Tracks Shared Interest Group activity, including concept proposals, SIG convenings, and the SIG opt-in process.
• Administrative Support (40%)
• Follows procedures and processes with high attention to detail, accuracy and focus.
• Assists the Assistant Director and staff liaisons with managing tasks, projects, and competing deadlines.
• Anticipates staff needs and takes a proactive, creative, and strategic approach to…