Alumni Relations Assistant, Harvard Alumni Educational Travel
05-May-2025
Alumni Relations Assistant, Harvard Alumni Educational Travel
Alumni Affairs and Development
68072BR
Job Summary
Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.
Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.
AA&D is comprised of the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP).
The individual holding this full-time position is responsible for day-to-day customer service and administrative and marketing tasks supporting Harvard Alumni Travels. Responds to in-bound travel sales calls and e-mails. Processes and acknowledges program reservations and deposits, prepares and maintains records of registrations. Provides administrative support to the department as needed.
Position Description
Customer Service (on a rotating schedule of one week on / one week off—50%)
- Handles phone inquiries from alumni, parents, and friends of Harvard who are interested in Harvard trips (answers the phone / regularly checks messages and logs calls / responds within 24 hours and sees through to resolution).
- Responds to department emails within 24 hours and sees through to resolution.
- Follows up with and tracks online registrations. Tracks / troubleshoots on-line payments.
- Updates ViaTour with address changes, additions, and removals.
- Tracks traveler consent to Terms & Conditions.
- Processes registrations on a rolling basis (enters information into ViaTour; sends confirmation emails).
- Processes cancellations on a rolling basis.
- Processes booking reports on Friday (following the appropriate protocol for handling confidential information).
- Provides weekly summary of bookings and cancellations to Travel team each Friday, including insights for the following week.
- Cross-checks registrations against tour operator lists monthly.
- Drafts written responses to elevated customer service issues.
- Registers travelers for STEP (Smart Traveler Enrollment Program).
- Tracks “Information When Available” requests and follows up when appropriate.
- Coordinates pre-trip materials and mailing of giveaway items in a timely manner to the appropriate tour operators.
- Prepares post-tour evaluations online and sends department welcome home / thank you e-mail to travelers.
- Cross-checks trip information against contracts, ViaTour, and website as directed.
- Supports Travel team coordinator with ad-hoc emails to promote travel programs (e.g., to Study Leader past travelers or to “Information When Available” requests).
- Collects and tracks input from Study Leaders including bio-blurbs, head shots, Personal Information Forms, lecture titles, equipment needs, etc.
- Prepares tour history report for Study Leader trip briefings (including checking degrees on traveler lists, identifying past HAA trips, and creating bio-blurbs).
- Confirms purchase of Redpoint insurance and tracks in ViaTour.
- Drafts e-mail to travelers if there is no study leader or host.
- Registers Harvard staff and faculty under International SOS as needed.
- Schedules Study Leader and traveler pre-trip briefings (either in person or over Zoom).
- Prepares dinner invitations for Study Leaders.
- Tracks expense reports for study leaders and hosts, assists with completing where necessary; reports status to Travel team assistant director.
- Tracks and maintains Travel program inventory of giveaway items. Reorders when necessary.
- Tracks and maintains appropriate stationery and other office / programming supplies for Travels program.
- Executes Loyalty Program recognition on an annual basis (tracks and acknowledges repeat travelers with appropriate communication and Harvard tokens).
- Performs Level One research in ADVANCE.
- Proactively reviews and improves administrative systems.
- Assists with general office tasks as needed.
- Meets minimum staffing requirements for on-campus events including, but not limited to Commencement, Alumni Day, and HAA Board meetings.
- Attends in-person staff meetings and retreats as required.
Basic Qualifications
- Minimum of one to two years related office experience preferred.
- Must be highly organized and detail-oriented, and have strong interpersonal and communication skills, both oral and written.
- Must have a strong knowledge of Microsoft Office software.
- Must occasionally work additional evening and weekend hours.
Additional Qualifications and Skills
- BA/BS preferred.
- Related office experience preferably in an academic environment.
- Must have excellent customer service skills and ability to work with a sophisticated and occasionally demanding clientele.
- Must possess the ability to establish and promote good working relationships.
- Must be flexible and possess the ability to prioritize and handle multiple tasks in a fast-paced, deadline-oriented environment.
- Must be able to focus on priorities and time specific duties.
- Must be a professional, collaborative, conscientious, and results-oriented individual
Working Conditions
- This is a hybrid work environment position with a minimum requirement of two days in-office per week. There are other times throughout the year where on-campus participation is required (e.g., Commencement, Alumni Day, HAA Board meetings, and department and team retreats).
Additional Information
- This position requires a 3 month orientation and review period.
- Please include a cover letter with your application.
To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/.
Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.
COVID 19 Vaccination Information: The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.
Work Format Details
This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
This position is hybrid, but the exact schedule may be subject to change due to any operational adjustments in the department.
Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
- Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
- Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
- Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
- Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
- Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
- Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
- Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Job Function
Alumni Affairs and Development, General Administration
Department Office Location
USA - MA - Cambridge
Job Code
403033 Staff Assistant III
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
------------
Salary Grade
053
Department
Alumni Affairs and Development
Union
55 - Hvd Union Cler & Tech Workers
Time Status
Full-time
Pre-Employment Screening
Credit, Criminal, Identity
Commitment to Equity, Inclusion, and Belonging
Harvard University views equity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify this excellence while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
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, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.
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