Engagement Coordinator

The Harvard Kennedy School (HKS)’s Alumni Affairs and Resource Development is a dedicated team supporting the School’s advancement activity through front-line fundraising, alumni and volunteer engagement, and community building. Our work directly supports the HKS mission to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match.

The  Coordinator, Engagement will support Alumni Relations and Resource Development (ARRD), Dean’s Office, and academic events, with specific emphasis fundraising, cultivation, and stewardship events.  

Job-Specific Responsibilities:

This position supports engagement of faculty, staff, students, alumni, and friends with the Harvard Kennedy School.

1. Provides administrative support to the Managing Director, Engagement, who sets the strategy for all events.
2. Supports planning and logistics for select School-wide and academic events, as well as events sponsored by the Dean’s Office and ARRD, with particular emphasis on meetings of the Dean’s Council, Dean’s Executive Board, and other high level donor gatherings.
3. Provides support on the seven endowed lectures which ARRD facilitates. This includes tracking speaker nominations, drafting invitations, and liaising with academic offices, the Dean’s office, and invited speaker’s offices as needed.
4. Tracks event attendance for select ARRD events; provides highest level of customer service as the first point of contact for event participants.
5. Develops event timelines; manages event logistics and program; secures proposals and estimates from and works with vendors; works with office administrator to pay all event related invoices in a timely manner.  
6. Works with colleagues on the ARRD Communications team to create and schedule communications and event collateral.
7. Drafts briefings for events. Provides event flow outlines for briefings. Works collaboratively with the ARRD, the Dean’s Office, and other HKS departments to ensure that efforts related to specific events are coordinated and collaborative.
8. Creates online events registration, creating and maintaining websites using approved University event software. Develops invitation pools utilizing the Advance database and other data sources from across the school. Tracks event attendance for all assigned events and manages reporting of attendance in Advance database post-event. 
9. Schedules and maintains record of post-event debriefs with key stakeholders, formulates recommendations for future activities and maintains planning files and notes for year-to-year tracking.
10. Tracks all event budgets, provides cost-analysis and forecasting information as requested by senior staff.
11. Staffs all assigned events and recruits additional staff to volunteer as appropriate, and as defined by key stakeholders and the Managing Director, Engagement. 
12. The above covers the most significant responsibilities of this position.  It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
     

Physical Requirements:

 

Primary work takes place in an office environment.  Some tasks may require being on campus or in other off-site locations for a period of time and some lifting of boxes or light equipment is required.  Sitting or standing for periods of time.  Some repetitive motion.

Basic Qualifications:

• 3 years of experience in event planning and program management or donor and alumni engagement activities or comparable experience. 
• Must have a proven track record managing complex events.

Additional Qualifications and Skills:

• Knowledge of academic communities and interest in current public policy issues preferred. 
• Proven ability to work across functional areas, dynamic teams and contracted vendors. 
• Strong knowledge of MS office suite, experience with web and email technology, experience using databases, ability to learn new technology quickly. 
• Strong written and oral communication skills. 
• Willingness to work nights and weekends and travel as needed is required.

• 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 054. 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.