External Relations Coordinator | Harvard University Radcliffe Institute - Military Veterans

Job Summary The External Relations Coordinator will report to the Associate Dean for External Relations and will be responsible for managing various administrative duties to support the Associate Dean and ensure smooth operations of the External Relations department. The role involves implementing administrative tasks, assessing and improving administrative processes, facility with financial systems, assisting in volunteer and donor management, and supporting the Dean's Advisory Council. The ideal candidate should possess high levels of organization, professionalism, discretion, and be comfortable working in a fast-paced environment. Position Description Calendar Management and Departmental Meeting Coordination: Assist the Associate Dean with calendar management, scheduling meetings within and across departments. Plan and organize team meetings, prepare agendas, compile background materials, develop supporting presentation materials, and disseminate meeting notes. Maintain data in the University's shared database. Dean's Advisory Council (DAC) Coordination: Drive timeline and coordination for bi-annual DAC meetings. Communicate regularly with DAC members to confirm attendance, meeting logistics, and address their questions. Coordinate annual swag orders for DAC meetings and broader departmental use. Development Travel: Serve as a key liaison to the Dean's Office for managing meetings, planning and coordinating development travel. Coordinate calendars for development travel. Provide support for trip scheduling, including prepping itineraries and booking travel arrangements. Oversee on-campus decanal meetings, coordinating all meeting logistics. Data Management and Reporting: Maintain prospect data in the donor database (Advance). Organize data and generate scheduled and ad hoc reports. (MS Office and Qlikview applications) Develop presentations, including data visualizations, for internal and external stakeholders. Office Administration and Special Projects: Compose and edit correspondence, organize mailings, and handle phone outreach. Manage assigned financial processes including but not limited to: P-cards, processing and reconciling department invoices, ensuring compliance with policy and procedure. Prepare meeting agendas, take and disseminate meeting notes, and proofread materials. Develop templates for donor briefings or relevant meeting memos to prepare administrators for meetings with donors and ER Assist with planning and preparing for development events. Manages special projects, as assigned. Team Meetings and Office Coordination: Lead regular team meetings, and departmental staff engagement efforts like annual retreats, holiday parties, and office celebrations. Coordinate new staff onboarding. Manage the departmental calendar and oversee office supplies. Handle confidential information with discretion. Supervisory Responsibilities: None Basic Qualifications Bachelor's degree plus two years of related administrative experience. An equivalent combination of education and experience may be considered. Comprehensive knowledge of Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook. Successful candidates will exhibit: Excellent analytical skills, written and verbal communication skills are essential, strong organizational and time management skills, and detail-orientation. Ability to develop and maintain good working relationships with staff at all levels of the department and across the Institute. Ability to work independently and with sound judgment, meet deadlines, manage multiple assignments, and solve problems. Ability to handle sensitive and confidential information with tact and discretion. 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 technical materials and correspondence. Aptitude to learn new software applications and technologies and apply in regular work. Additional Qualifications and Skills Previous experience in office environment and/or comparable administrative work. Experience working with confidential data. Experience with Advance software or other database management. Physical Requirements The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees must have the ability to sit at a desk for a minimum of 7 hours a day and complete tasks requiring repetitive use of hands. Occasionally lifting or moving items up to 40 pounds. Working Conditions This job is performed in a temperature-controlled office environment and is a hybrid position with a minimum of two days in the office. Some evening/weekend hours will be required. Must have flexibility to adjust schedules to support programmatic onsite or offsite activities Additional Information Please note that cover letters are required for every application for a position at the Harvard Radcliffe Institute: Interviews: We will be conducting interviews virtually and might invite finalist candidates for on-campus interviews. We appreciate your understanding and flexibility with our interview process. Complete applications will be reviewed on a rolling basis until the position is filled. However, we encourage all interested candidates to apply before July 20, 2024. Benefits We invite you to visit Harvard's Total Rewards website (