Communications Coordinator, Alumni Marketing & Communications

$74,000 - $76,000/Yr

Harvard University - Boston, MA

Full-time - Entry Level

Hybrid - Boston, MA

Educational Services

About the position

The Alumni Marketing & Communications (AM&C) team within External Relations at Harvard Business School is dedicated to creating award-winning content that engages alumni and donors through various digital and print platforms. This includes the production of the quarterly Alumni Bulletin magazine, maintaining a vibrant social media presence, and managing the alumni website and e-newsletters. The AM&C team plays a crucial role in supporting fundraising efforts and stewardship of donors, ensuring that messaging and collateral effectively resonate with the alumni community. As the School embarks on a digital transformation, the AM&C Coordinator will be instrumental in implementing innovative digital marketing strategies to enhance outreach and engagement with a diverse alumni population. The AM&C Coordinator will manage relationships with volunteer class secretaries, overseeing the production of class notes and coordinating with external vendors to ensure high-quality output. This role requires a proactive approach to recruiting and training new secretaries, as well as managing the quarterly production process, which includes uploading additional content to the web version of class notes and collaborating with the content team for cross-promotional opportunities. The Coordinator will also be responsible for hiring photographers, organizing photo shoots, and maintaining the department's digital assets, ensuring that all materials are archived appropriately. In addition to these responsibilities, the AM&C Coordinator will be expected to handle various administrative tasks, support the team in achieving its goals, and contribute to the overall mission of fostering a strong relationship between alumni and the School. The position is hybrid, requiring on-site presence three days a week, and offers a dynamic work environment that values diversity, equity, and inclusion.

Responsibilities

• Manage and work closely with volunteer class secretaries.
• Recruit, welcome, and instruct new secretaries.
• Manage the production of class notes with outside vendors, from working with copyeditors to the creation and approval of pages at proof stage.
• Use the online class notes application.
• Oversee AM&C Assistant with quarterly tasks as part of the production process.
• Upload additional photos not included in the print pages on the web version of class notes.
• Work with the content team to coordinate cross-over opportunities at the front of the magazine.
• Review front section page proof and provide feedback to the magazine editor.
• Hire photographers and communicate photo shoot objectives.
• Collect and organize photos to create photo galleries in SmugMug.
• Maintain photo and digital assets for the department by uploading photos to the School's digital archiving platform.
• Research photos and partner with the graphic designer to obtain photos as needed for projects.
• Perform other duties as assigned.

Requirements

• High School Diploma, GED, or equivalent is required.
• 5+ years of experience in administrative support role(s) and/or related experience is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.
• Proven communication and interpersonal skills (written and verbal) with experience providing complex administrative support.
• Highly organized, detail-oriented, and able to work independently.
• Ability to establish and promote good working relationships with colleagues, both peers and more senior staff and alumni.
• Flexible and able to prioritize and handle multiple tasks in a fast-paced environment from different supervisors with competing priorities.
• Ability to take initiative and work independently to meet deadlines while being a strong team player.
• Ability to work overtime (including weekends) during peak times (quarterly production of class notes).
• Ability to handle highly confidential material with tact and discretion is required.
• Excellent customer service skills required for frequent interaction with donors, alumni volunteers, and colleagues.

Nice-to-haves

• Familiarity with Advance Web or other Customer Relationship Management programs/reporting tools.
• Working knowledge of complex Excel functions.

Benefits

• Paid Time Off: 3-4 weeks of accrued vacation time per year, 12 accrued sick days per year, 12.5 holidays plus a Winter Recess, 3 personal days per year, and up to 12 weeks of paid leave for new parents who are primary caregivers.
• Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits.
• Child and elder/adult care resources including on-campus childcare centers, Employee Assistance Program, and wellness programs.
• 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 including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement Program providing 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.
• Various commuter options including discounted parking, half-priced public transportation passes, and biking benefits.