Operations Coordinator

Operations Coordinator

Company: Harvard University

Job Location: Cambridge, 02138

Category: Planning, Design, and Project Management

Type: Full-Time

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/.

Facilities and Campus Operations at the GSD strive to support the pedagogy of all those who connect with the campus. We go beyond maintaining an immaculate, safe, and sustainable environment by ever adapting to prepare the learning environments of the future. We offer open communication to proactively promote the comfort and productivity of faculty, students, staff, and visitors alike, continually improving our services and resources for the utmost customer satisfaction.

Job-Specific Responsibilities:

• Responsible for working as part of the front-line customer service team for the GSD Facilities and Campus Operations team.
• Act as a point of contact for space and resource management. Coordinates the monitoring and processing of GSD Campus space scheduling requests, via the Event Management System (EMS) software application. Generates room reservation reports on a daily and ad-hoc basis.
• Act as primary Facilities and Campus Operations contact with the GSD Community for coordination of services related to classes, workshops, and studio reviews.
• Assists staff, faculty, and student organizations in event planning and execution in related to support services provided by GSD Facilities and Campus Operations. Work collaboratively with internal and external service providers. Coordinate and communicate up-to-date and accurate information on events to all service providers.
• Communicates campus-wide policies and guidelines relative to the use of space, events, and services on campus to all internal and external inquiries.
• Communicates and ensures adherence to all local and state regulations about the use of campus facilities and the events that take place in them.
• Manage the condition of all classroom and event spaces by conducting inspections, assigning preventive maintenance project, and forecasting operating projects.
• Communicates daily with Custodial, Security, and Facilities Management teams on space scheduling, support services and resource allocation related to classroom and event support for the GSD community.
• Actively manages and maintains, Event Management Software (EMS) and Social Tables Event Diagramming application. Maintains vendor relationship and management of necessary upgrades, communication, standard, and policies as associated with these tools.
• Serves as web editor for Facilities and Campus Operations web page on local GSD intranet.
• Ability and willingness to work some evenings and weekends, over-time pay eligible.
• Other duties and responsibilities may be assigned after reviewing with candidate.
• Assist with scheduling and coordinating summer faculty office moves.

SUPERVISORY RESPONSIBILITIES:

• Assists with hiring, training, scheduling, and supervising:
  • Full-time 6-month term worker in Co-op program, July - December and January - June
  • Part-time Harvard student workers in Academic Year

Working Conditions:

• This position will be based in Cambridge, MA. The work is mainly performed in an office setting. Flexible work options for this role will be discussed during the interview process.
• Candidates must have employment authorization to work in the US, and we regret that we cannot sponsor a VISA.
• Candidates who do not live within commuting distance of our Cambridge, Massachusetts campus should indicate on their resumes whether they are "willing to relocate," as this position requires a regular on-campus presence.

Physical Requirements:

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. Walking throughout buildings on routine tours of classrooms and facilities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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

Qualifications

Basic Qualifications:

• HS Diploma required
• 3+ years of related experience required; a combination of education and experience may be considered
• Demonstrated ability to manage multiple responsibilities and deadlines in a fast-paced and demanding work environment, while exercising a degree of diplomacy, discretion, and creative problem-solving.
• Strong computer skills including advanced knowledge of MS Office Suite, Outlook and campus calendaring, event management, and room scheduling software.

Additional Qualifications and Skills:

• Bachelor's degree preferred.
• Must be highly motivated and energetic; demonstrate a high degree of judgement; have a commitment to quality, high expectations, and excellent customer service.
• Handle multiple tasks with precision; take initiative; and work independently, while at the same time always being mindful of the need to be a team player.
• Ability to organize, conceptualize, and prioritize objectives and communicate GSD policies & procedures.
• Excellent interpersonal skills and demonstrated ability to build positive relations with a diverse constituent base.
• Excellent organizational skills and communication skills.
• A demonstrated commitment to teamwork and inclusiveness.

Additional Information

• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

SALARY INFORMATION:

• The specific annualized hiring range for this position will be $61,894 - $70,000.