Executive Coordinator, Architecture

SUMMARY

 

Reporting to the Department Manager, the Executive Coordinator provides executive assistance to the Department Chair and performs a wide range of high-level administrative support, with accuracy, discretion and good judgment.

 

TYPICAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

 

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

 

·        Maintains daily calendar; schedules and coordinates all appointments.

·        Provides communications support, frequently corresponding on their behalf.

·        Monitors Chair’s email as requested; reviewing, prioritizing, and appropriately distributing all correspondence; monitors replies and informs Chair of items requiring attention.

·        Processes reimbursements and PCard receipts; reconciles Chair’s corporate card on a monthly basis via Concur. Works with Chair, Department Manager, and Business Office to track discretionary spending and department budgets.

·        Coordinates domestic and international travel as necessary for both the Chair and guests.

·        Offers administrative and logistical support as needed.

 

Provides departmental support for the Department Manager, Program Coordinator, and Program Directors:

 

·        Serves as 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 administrative aspects of final reviews – communication with faculty and facilitation of related faculty responsibilities, guest critic logistics, expense tracking, catering orders, and communication of details to the GSD community.

·        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 with TAs, Business Office, and Faculty to create Option Studio travel packets for students enrolled in traveling studios, and manages the student travel waiver forms.

·        Coordinates monthly department faculty meetings: drafts agenda for Chair, books rooms, orders catering, prepares materials, and assists with meeting execution and logistics as needed (ex. presentations).

·        Works frequently with Academic Services staff and other departments across the GSD to coordinate and execute department and School-wide tasks, including studio lottery, search committee meetings, pre-term workshops, orientation, open houses, welcome receptions, end-of-year celebrations, and commencement, as well as other ad hoc or special events and initiatives.

·        Assists Department Manager with onboarding visiting faculty and tracking related information in the faculty databases. Provides additional support to Department Manager as needed, including proofreading and copyediting, and other administrative support on individual and team projects.

·        Assists in updating and maintaining departmental, program, and faculty information on the GSD website and in the faculty database (Digital Measures).

·        Monitors and maintains office equipment and supplies and manages departmental resource room, including mailbox organization, mail distribution, and department office label updates. Responsible for overall office neatness and organization. 

·        Disseminates department information to students and faculty; updates departmental resource pages on the GSD website.

·        Maintains award packets and works with Program Coordinator on award processes, including coordinating committees, faculty and student communication, student application submissions, updating and maintaining awards information internally and on the GSD website.

·        Assists Program Coordinator on tasks related to course evaluations. Oversees tasks and preparations needed for the annual GSD Evaluation Booklet.

·        Coordinates and promotes departmental events including public and department lectures and workshops.

·        Assists in the collection of faculty information and materials for short-term purposes such as contact information, TA lists, and office hours, and long-term purposes such as accreditation materials.

·        Coordinates travel for guests as needed.

·        Oversees student worker schedules and workloads with other departmental staff.

 

 

There are no supervisory responsibilities associated with this position.

 

 

·        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.

·        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.

·        BA/BS degree preferred

·        Experience in an academic environment preferred.

·        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.

PHYSICAL DEMANDS:

 

There are no known physical requirements associated with this position. 

 

WORK ENVIRONMENT:

 

Work is mainly performed in an office setting.