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Executive Coordinator, Architecture – Harvard Graduate School of Design

Position Description:
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.

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: 54000-85000

Schedule Requirements:
Note: Must be willing to work Monday-Friday, 9-5, and overtime during peak periods.

Minimum Requirements:
This position involves frequent use of computer keyboard and mouse.
Level of English Required: Advanced/Fluent

How to Apply:
https://jobs.brassring.com/TGnewUI/Search/home/HomeWithPreLoad?PageType=JobDetails&partnerid=25240&siteid=5341&Areq=59022BR

 
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