This position will participate in the planning, marketing, and execution of programs and events including but not limited to HBX Live programs, industry conferences, reunion programs, lifelong learning pilot programs, the Skydeck podcast, and select Executive Education programs. S/he will contribute to the development of communications and registrant retention strategies. The coordinator will liaise with alumni, faculty, and other staff and colleagues across HBS and Harvard University. S/he will create events and manage event registration in Cvent (a database-driven event management technology). The coordinator will provide excellent customer support to invitees, registrants and speakers while regularly producing and distributing RSVP lists and event updates to internal partners and stakeholders. S/he will liaise with invited speakers, and collect and compile a high volume of digital and presentation-related logistics for events. S/he will also create and proofread event materials, both print and electronic, and assist in the preparation of presentation reports and meeting materials including PowerPoint presentations. The coordinator will be responsible for a high level of data analysis and database management for the Programs team. S/he will use Excel, Cvent and other tools to accurately track and disseminate program and event data and metrics, manage post-event projects, such as event survey reports and thank you letters. This position will also assist with the Alumni Programs budget management processes to include reconciliation, reporting, contract administration, invoice processing, and payments, and budget tracking.
Data Coordination The Coordinator will assist in the gathering, analysis, and reporting of alumni programming and engagement data. S/he will work with multiple teams throughout Alumni Relations and partner thoughtfully with External Relations Information Technology (ERIT) to support organizational goals using data. Specifically, s/he will build complex alumni lists and will capture and present data using sophisticated reporting tools and PowerPoint in order to inform strategy and management decisions, advance priorities, and deliver reports to internal and external stakeholders.
List generation / Data exports: Develop a deep understanding of Alumni Relations business objectives in order to create and build invitation list methodology, determine list scope, and pull complex lists in support of sophisticated alumni engagement strategy. Must be flexible and nimble, adjusting methodology and list output based on actual outcomes and alumni behavior.
Data analysis and reporting: Leveraging tools provided by ERIT, the coordinator will partner with Alumni Relations senior leaders to develop a deep understanding of Alumni Relations business deliverables, practices, and data needs in order to design efficient methods for consistently capturing and reporting out on departmental performance data and other data and reporting needs. In conjunction with ERIT, develop standard reports, templates, dashboards and worksheets that clearly illustrate data for leadership decision-making. Manage the Alumni Relations Engagement Dashboard prototype and subsequently inform creation of new automated report. Serve as data reporting resource to various teams across Alumni Relations.
Business intelligence: Support Senior Director and Managing Director in informing ER business intelligence development based on knowledge of Alumni Relations departmental business needs. Represent Alumni Relations data and information system needs on committees and working groups, serving as liaison to ERIT.
Note: This is a term appointment through June 30, 2020.
The coordinator will participate in a rotation of administrative duties with other Alumni Relations staff assistants and coordinators. S/he will support Alumni Relations departmental events as needed, gaining exposure to reunions, events, alumni clubs, operations, as well as segmented and broad alumni programs and events. S/he will be required to work occasional evenings and weekends to support events as necessary, including two weekends per year (May/June and Sept/Oct) for Alumni Reunions. Additional duties as assigned.
Program and event management: Assist in planning, marketing, and execution of programs and events. Create invitation lists, build events in Cvent, manage registrations, liaise with alumni, faculty, staff and speakers. Participate in the creation and proofreading of print and electronic communications, presentation reports, and meeting materials including the preparation of PowerPoint presentations.
Data coordination: Create and build methodology for invitation lists, many of which are complex. Pull and build these invitation lists. Conduct data analysis. Capture and report out on team and departmental performance and event data. Accurately track and disseminate event and program data including event survey results and engagement metrics. Develop and manage standard reports, templates, data visualizations, dashboards and worksheets.
Administrative responsibilities: Assist with budget management processes and provide Alumni Programs office support. Participate in Alumni Relations SAC administrative duties rotation and support other Alumni Relations departmental events.
Cover Letter is Required.
Many HBS employees are eligible for Flexible Work Arrangements, which may be explored during the interview process.
Culture of Inclusion: The work and well-being of HBS are strengthened profoundly by the diversity of our network and our differences in background, culture, experience, national origin, religion, sexual orientation, and much more.
Harvard Business School will not offer visa sponsorship for this opportunity.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
5+ years administrative or project management experience.
BA/BS preferred, preferably in a quantitative field as computer science or statistics, or a business-related major such as business analytics, economics, finance, marketing or operations, or comparable experience, plus 2-3 years of office experience. Proven excellent analytical, written and verbal communication skills. Experience providing complex administrative support in a high-profile professional environment with tact and diplomacy, maintaining confidentiality. Must demonstrate strong interpersonal skills and be comfortable engaging high-powered alumni, faculty and colleagues at all levels with poise and self-confidence. Must possess the ability to establish and maintain strong, positive working relationships and demonstrate a team-oriented, collaborative working style. Must be highly organized with a meticulous attention to detail and consistent accuracy. Excellent consultative, project management, and problem-solving skills, including the ability to anticipate and resolve problems proactively. Must be able to be adaptable, demonstrate initiative, prioritize appropriate, work independently with minimal supervision, work with multiple supervisors, and meet deadlines in a fast-paced environment with multiple and competing priorities. Ability to work as part of cross-functional teams. Strong computer skills in Microsoft Outlook, Word, Excel, and PowerPoint required.
Experience in institutional research, academic planning, or other role requiring extensive use of data in support of organizational planning and decision-making. Knowledge of higher education context, structures, and organizational dynamics. Experience with variety of reporting databases and software programs and demonstrated ability to quickly learn new software. Advanced working knowledge of PowerPoint and complex Excel functions, including the use of Pivot Tables and the creation of complex charts.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 51339BR
About Harvard University Business School
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.