Executive Coordinator, Urban Planning and Design
SUMMARY:
The Harvard Graduate School of Design (GSD) offers graduate degrees in Architecture, Landscape Architecture (LA), and Urban Planning and Design (UPD). This position reports to the LA/UPD Department Manager and provides detailed assistance to the UPD department chair as well as the department’s faculty, while acting as primary information source and liaison with faculty, staff, and students on matters pertaining to the UPD department.
TYPICAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.
- Serves as main assistant for Urban Planning and Design chair, providing a wide range of high-level administrative support with accuracy, discretion, and good judgment.
- Responsibilities include, tracking and maintaining information for chair pertaining to guest lecturers, courses, publications, lectures, etc. Schedules all appointments and maintains daily calendars; coordinates travel arrangements as needed for both chair and guests as required; tracks and keeps chair’s memberships current; composes, prepares and proofreads correspondence, announcements, reports, and agendas on behalf of the chair for alumnae, students, recommendation letters, etc.
- Monitors chair’s email as requested, reviewing, prioritizing, and distributing all correspondence to the appropriate individuals; monitors replies and informs chair of items requiring attention;
- Coordinates monthly UPD department meetings: drafts agenda for chair, books rooms, orders catering, prepares materials, and assists with meeting execution and logistics as needed (such as with presentations), and generates and disseminates department meeting agendas and logistics.
- Processes reimbursements and pcard receipts; reconciles chair’s corporate card on a monthly basis via Concur. Works with chair, department manager and Academic Programs Business Office to track discretionary spending.
- 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, 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.
- Coordinates Final Review logistics for UPD department, including invitations/confirmations, travel, schedules, catering, and tracking studio budgets in conjunction with studio instructors and the Academic Business Programs Office.
- Coordinates department awards and prizes, including advertising, maintaining websites, serving as prize administrator/point person, coordinating information sessions and post-award requirements.
- Disseminates department information to students and/or faculty; creates and updates resource pages on the GSD website.
- Assists Department Manager with onboarding visiting faculty and tracking visitor information.
- Coordinates logistics and promotes department events, including public and department lectures and workshops.
- Coordinates departmental and course trips; collects travel waivers and information for all studio travel.
- Serves as point person for UPD faculty and visiting faculty in relation to School/University systems and databases.
- Supports accreditation efforts by collecting and maintaining faculty CVs, course syllabi, course TAs, office hours, and other program related materials.
- Serves as the main point of contact for visitors to the department office. Provides general office support including ordering office supplies, maintaining faculty resource room, purchasing parking passes, updating department office labels, responding to walk-in inquiries, managing office resources such as and copiers, monitoring department email address and voicemail, answering department phone, providing office coverage, and other administrative support duties.
- Provides additional support as needed, including proofreading documents, data entry and tracking, and other administrative support duties as necessary including individual or team projects such as assisting with course field trips and coordinating committees.
- Provides assistance to the Program Coordinator and Department of Landscape Architecture when necessary.
Basic Qualifications
- HS diploma or equivalent.
- 3+ years' administrative support experience in a high-level environment required, with demonstrated experience in office administration and customer service.
- Strong writing, editing and proofreading skills.
- Experience with complex travel arrangements and visas.
- Proficiency with MS Office including Word, Excel, and PowerPoint
Additional Qualifications:
- Bachelor's Degree preferred.
- University work experience preferred.
- Professional manner and excellent organizational skills, confidentiality, and judgment.
- Ability to prioritize and execute multiple tasks simultaneously.
- Must be detail-oriented and able to work with flexibility.
- Must be able to interact professionally with all levels of staff, faculty, potential donors, and the public.
- Ability to work as part of a close team of staff sharing responsibilities when necessary to meet the needs of the department
Work Environment
Work is mainly performed in an office setting.
Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.
Additional Information
Essential skills include organization and analytical skills, and a strong aptitude for prioritizing and multitasking under tight deadlines, amid frequent interruption. Must be collaborative and able to work well in a team as well as independently. Excellent customer service including: ability to use discretion, good judgment, and work effectively with all individuals. Strong communication skills in person, in writing and on the telephone.
The Harvard Graduate School of Design is passionate about fostering a diverse, inclusive, respectful, and professional work environment. Applicants of all race, ability, gender expression and identity, sexuality, religion, education, class, national origin, and diverse backgrounds are encouraged to apply.
In order to be considered for this role, a cover letter is required. Candidates must be authorized to work in the United States now and in the future. We regret that we cannot sponsor a work visa.
Please apply online at the Harvard Careers website. Upload a cover letter and resume to: hr.harvard.edu/search-jobs and keyword search to requisition #55756BR.