Job Summary :
The Frances Loeb Library is part of the dynamic and energizing environment of the Graduate School of Design. The GSD offers an exciting setting for interaction and the exchange of ideas through the combination of disciplines—architecture, landscape architecture, and urban planning and design—together with the research of our studio-based as well as MDes and Doctoral programs. We are seeking an energetic and forward-thinking individual to work as part of a team to support research, teaching, and learning at the GSD.
Reporting to the Librarian/Assistant Dean for Information Resources, the Coordinator provides office management, administrative support, and support for library collections and Academic Writing Services for the Assistant Dean and the Frances Loeb Library. Responsibilities fall under the areas of general administrative, finance, library functions, and project management support related to library initiatives.
Provides administrative and organizational support to the Assistant Dean of Information Services, performing a wide range of multifaceted and confidential administrative duties
Position Description :
Maintain Assistant Dean’s daily calendar, scheduling numerous complex meetings/handles meeting arrangements including scheduling/planning logistics/reserving rooms. May attend meetings and take meeting notes for Assistant Dean.
Maintain confidentiality of individuals Assistant Dean meets with.
Demonstrate high level of sensitivity to variety of constituents who contact and work with Assistant Dean.
Coordinate group meetings within library and take minutes.
Sort daily mail deliveries, ensuring that mail is routed to the right individuals and offices in Harvard Library.
Order supplies and maintains inventory of supplies for Library and Computer Resources Group
Oversee CCure access and uses system to manage security of library space
Plan/organize/complete logistical arrangements for a variety of events and activities for Loeb Library and Assistant Dean.
Serve as liaison with GSD Events for Loeb Library and other requests for events in Loeb Library spaces.
Manage paperwork for student employee hires
Prepare hire paperwork & processes in Peoplesoft, monitors FWSP ceilings, monitors/instigates Data Change Forms.
Prepare weekly student/temporary payroll for library; serves as principal contact for student/temp employees regarding payroll; liaison w/GSD Finance Office, GSD Human Resources and HU student employment and payroll offices.
Coordinate with CRG/FabLab staff assistant to back each other up as needed.
Budget and Finance
Continuously monitor/track expenditures against budget
Produce/distribute regular and ad hoc reports; serves as liaison w/GSD Finance Office staff.
Process invoices and paperwork for Library
Make travel arrangements for Library staff, speakers, and other guests and process reimbursements/expenditures using University systems including WebVoucher, AWS, Pcard; serves as a 2nd –tier reviewer for FLL staff Pcard reporting.
Manage and support Loeb Library spaces including, but not limited to, coordinating long-term maintenance schedule for the space, initiating replacements and repairs (i.e., managing work orders for Library), and signage in flexible and creative ways.
Liaise w/GSD Building Services
Data, reporting, and Library communication
Serve as central gathering point for Library statistics.
Generate, compile, create, and edit wide variety of library related documents, reports, correspondence, web content, social media, and information using InDesign and other tools in a visually attractive/insightful manner to meet and support the information and communication needs of the library.
Act as central point of maintenance for the Library website and social media platforms. Work with Library staff and with GSD Communications on review, revision, and refreshing of website content.
Mails documents related to collections.
Serves as point person for:
Sending materials of all types to donors – letters, books.
Arranging for retrieval of new archival collections coming to GSD, including email correspondence with donors, library staff, working with donors on paperwork, arranging for shipping/transportation of collections. Requires a very high level of confidentiality.
Managing communications and paperwork for loans of materials going to other institutions for exhibitions. This includes email/phone correspondence w/borrowing institution, library staff, preservation staff, ensuring loan is properly documented through required paperwork.
Policies and procedures
Act as keeper of policies in Loeb Library. With understanding of current practices, regularly assess for currency and organize with Assistant Dean and Library staff a process for review, revision, and publication of policies; make recommendations and/or suggestions to increase administrative effectiveness and efficiencies, including generation and adoption of new policies and procedures.
Document activity in a thorough and easily accessible manner.
Performs other job-related duties as required.
Commitment to Equity, Diversity, Inclusion, and Belonging :
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.
[Full-Time (Salaried)] Salary Range: 50000-60000
Physical Requirements :
Work involves frequent use of keyboard and mouse.
Level of English Required: Advanced/Fluent
How to Apply: