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Administrative Coordinator – Harvard Graduate School of Design

Position Description:
Job Summary:
The Harvard University Graduate School of Design seeks an enthusiastic self-starter to play an integral role in the Academic Affairs Department.  As a member of the Academic Affairs team, the coordinator will oversee Harvard Sponsored Role (HSR) implementation and approvals, studio abroad programs, data and processes related to Academic Administration, and special projects and events on behalf of the Dean, Senior Associate Dean for Academic Affairs, Administrative Dean and Assistant Dean for Academic Administration.

Position Description:
Provide Support to Administrative Dean and Assistant Dean for Academic Administration

-Provide regular high-level support, and special project assistance to the Administrative Dean and Assistant Dean for Academic Administration; identify matters that need to be addressed and follow-up to ensure completion of high-level tasks and issues as needed, manage administrative functions for the Administrative Dean including workflow and communications, and understanding priorities; create systems to continuously reevaluate priorities; understand timeframes and adjust daily tasks and responsibilities to prioritize tasks for the Administrative Dean and manage task list and follow up on activities to ensure timely completion of projects; draft summaries and briefing documents and draft correspondence as needed;
-Provide special project, reporting, committee staffing, and technical assistance on a wide range of projects as assigned by the Dean, Administrative Dean, Senior Associate Dean for Academic Affairs, and Assistant Dean for Academic Administration.
-Manage administrative and operational aspects of the Academic Affairs and Academic Administration office, including monitoring budgets.
-Manage and maintains calendar for the Administrative Dean and Assistant Dean for Academic Administration; coordinate the quarterly Academic Administration all-staff meetings; including ordering catering, distributing specific materials, etc
-At the direction of the senior leadership, assist with space planning for faculty, staff, and students.

Academic Matters
-Serve on the International Emergency Management Team, and advise the Assistant Dean for Academic Administration on GSD travel matters; serve as alternate contact for Harvard Global Support Services and Office of the Vice Provost for International Affairs; maintain information and policies related to student travel and propose adjustments as needed based on University recommendations and travel advisories.
-Manage special projects related to academic affairs/administration, and serve as central point of contact for matters that span across academic departments and programs.
-Manage Studio Abroad program.

Data management
-Serve as a backup for the student and faculty information systems (my.Harvard, Digital Measures, etc.).

Provide Support to the Office of the Dean
-Coordinate special projects and high-level events on behalf of the Dean and/or Administrative Dean, including regular and ad-hoc school-wide and departmental events.
-Coordinate several high-level school-wide academic prizes with the oversight of the Dean’s Office, including Clifford Wong Prize, Paul Katz Fellowship.
-Serve as back-up support for the 9 Ash Street property.

Other projects
-Oversee and manage HSR processes for the GSD, serve as point-person and school-wide resource for the GSD for use of the Harvard Sponsored Role Portal; remind approvers of incoming requests; act as GSD representative at Harvard University Harvard Sponsored Role meetings; share monthly reports with Senior Associate Dean for Academic Affairs and Administrative Dean.
-Oversee and manage the annual Clery Act reporting process for the GSD;

Supervise student employees as required.

Basic Qualifications :
-HS Diploma or equivalent required
-3-5 years of administrative management or executive assistant experience required
-Excellent technical skills with high proficiency in MS Office, databases, and web editing
-Strong Outlook and Excel skills, and a demonstrated ability to provide high-level support and project management

Additional Qualifications and Skills :
-Bachelor’s degree preferred
-Higher Ed experience preferred
-Excellent writing and proofreading skills
-Proven ability to identify and implement solutions to address communication and procedural challenges
-Ability to handle confidential materials with discretion
-Excellent communication, interpersonal and organizational skills
-Ability to multi-task, strong attention to detail, judgment, flexibility, and initiative
Must work well independently and as part of a team

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

[Full-Time (Salaried)] Salary Range: 60000-70000

Schedule Requirements:

Minimum Requirements:
Physical Requirements :
There are no known physical requirements related to this position

Working Conditions :
Work is mainly performed in an office setting

Additional Information :
This position is hybrid, with a schedule of 35 hours per week, Monday through Friday, 7 hours/day. The schedule of in-office and remote hours will be determined in conversation with the supervisor. The position may require overtime during peak periods.
Level of English Required: Advanced/Fluent

How to Apply:

Apply Online

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