"Executive Coordinator, UPD"

Job Summary

The Harvard Graduate School of Design (GSD) educates design, research, and scholarship leaders to make a resilient, just, and beautiful world. The GSD offers degree programs across a range of design disciplines-architecture, landscape architecture, urban planning, urban design, design engineering, and real estate-as well as advanced research programs that cut across these disciplines and a robust public program of lectures, exhibitions, and publications. The immense variety of people, programs, and ideas at the School sustains a vibrant and rich environment for learning, inquiry, and collaboration, unlike any other design school. For more information about Harvard GSD see: https://www.gsd.harvard.edu/.

Reporting to the Assistant Director of Academic Administration for the Department of Urban Planning & Design (UPD), the Executive Coordinator provides executive assistance to the Department and Chair and performs a wide range of high-level administrative support, with accuracy, discretion, and good judgment. The Executive Coordinator serves as the first point of contact in the department office for faculty, students, staff, and the pubic, and is responsible for greeting walk-ins, guests, and answering the department phone and email.

Note: This position is performed in person, 5 days a week, during the academic year. Must be willing to work Monday-Friday, 9-5, and overtime during peak periods. Flexibility for remote work during off-peak periods during the academic year will be reviewed after the successful completion of the 3-month Orientation and Review period, and at the discretion of the manager.

Job-Specific Responsibilities

TYPICAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

Provides Assistance to the Chair of the Department in the following ways:

• Manage the Chair's calendar, demonstrating sound judgment in prioritizing requests for the Chair's time and communicating scheduling decisions in a diplomatic way.
• Independently and collaboratively draft and edit correspondence and other original content such as recommendations and meeting talking points, as needed. Independently communicate on behalf of the Chair.
• Monitors Chair's email as requested; reviews, prioritizes, and appropriately distributes all correspondence; monitors replies and informs Chair of items requiring attention.
• Design, organize, and implement administrative systems to manage the operations of the Chair's office.
• In collaboration with the department's finance team, manage reimbursements and financial record-keeping for the Chair.
• Coordinates domestic and international travel as necessary for the Chair.
• Offers administrative and logistical support as needed.

Provides departmental support:

• Serves as the first point of contact and information source for the Department with faculty, staff, students, and the public via phone, email, and in person. Monitors department email address and voicemail.
• Coordinates Final Review logistics for the Department, including invitations/confirmations, travel, schedules, catering, and tracking studio budgets in conjunction with studio instructors and the Academic Administration Business Office.
• Manages room bookings and catering needs for the Department as needed, including faculty meetings, final reviews, thesis reviews, departmental lectures, and other events/special circumstances.
• Coordinates departmental and course trips; collects travel waivers and information for all studio and course travel. Manages bus trips for local studio and course travel.
• Coordinates monthly department faculty meetings: drafts agenda at the direction of the Chair, books rooms, orders catering, prepares materials as requested, and assists with meeting execution and logistics as needed (ex., Presentation set-up), and generates and disseminates department meeting agendas and logistics.
• Works frequently with academic affairs department staff and other departments in the GSD to coordinate and execute department and School-wide tasks, including studio lottery, search committee meetings, core prep workshops, orientation, open houses, welcome receptions, end of year celebrations, and commencement, as well as other ad hoc or special events and initiatives.
• Monitors and maintains office equipment and supplies and manages departmental resource room, including mailbox organization, mail distribution, faculty label updates, coffee station, and managing office printers and copiers. Responsible for overall office neatness and organization.
• Disseminates department information to students and faculty; updates departmental resource pages on the GSD website and serves as a Content Editor for the GSD's main website. Responsibilities include creating, editing, and maintaining the UPD's Department content, attending required training sessions and annual meetings, and liaising with Web Team staff as needed.
• Supports the Assistant Director in the coordination of departmental awards, which recur on an annual basis: collecting application materials, coordinating selection committee meetings, and communicating with awarded students/faculty regarding the timeline of deliverables and disbursement of funds. Detailed recordkeeping is required for each individual award cycle, which includes editing award webpages on the GSD website with any changes and updates.
• Coordinates and staffs all departmental events. This includes coordinating with the Department Chair, Loeb Library staff, and faculty to schedule 3-5 semesterly faculty lectures.
• Supports accreditation efforts by collecting and maintaining an archive of faculty CVs, course syllabi, course TAs, office hours, and other program-related materials. Supports the Assistant Director in accreditation site visit scheduling, logistics, and execution.
• Coordinates with Harvard Record Management Services to archive departmental materials in accordance with the archiving schedule.
• Provides additional support to the Associate Director, Assistant Director, and Programs, and Travel Coordinator as needed, including data entry, proofreading, copyediting, tracking visiting faculty information, and providing onboarding support, and other administrative support on individual and team projects.

SUPERVISORY RESPONSIBILITIES:

• There are no supervisory responsibilities associated with this position.

Please note that to be considered for this position, a cover letter and resume are required with the submission of your application.

Working Conditions

• Work is mainly performed in an office setting.
• Candidates must have employment authorization to work in the US, and we regret that we cannot sponsor a VISA.

Physical Requirements

• Employee must be able to perform the job in person and on campus. Some physical tasks are required: moving boxes of supplies, sorting mail, setting up and breaking down materials, and catering for events.
• Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Qualifications

Basic Qualifications:

• HS Diploma or equivalent, required
• 3-5 years administrative experience directly supporting a high-level manager required.
• Strong computer skills required including proficiency with Microsoft Office, email and calendar applications.
• Exceptional oral and written communication skills, critical thinking, and problem-solving abilities.
• Excellent editing and proofreading skills required.
• Outstanding customer service skills.
• Ability to work as part of a close team of staff sharing responsibilities when necessary to meet the needs of the department.
• Ability to work as part of a close team of staff sharing responsibilities when necessary to meet the needs of the department.

Additional Qualifications and Skills:

• BA/BS degree preferred.
• Experience in an academic environment preferred.
• Experience working independently, thinking strategically, and providing recommendations on the next steps.
• Professional manner and excellent organizational skills.
• Must work with confidentiality and have good judgment.
• Demonstrated ability to prioritize and execute multiple tasks simultaneously.
• Must be a self-starter and have excellent follow-through skills.
• Must be able to interact professionally with all levels of staff, faculty, potential donors, and the public.
• Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
• The ability to create effective administrative processes and systems is important.

Additional Information

• Please note that to be considered for this position, a cover letter and resume are required with the submission of your application.
• Candidates selected to interview will be asked to complete a skills assessment that includes a writing test.
• 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 all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types 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.