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Executive Coordinator, UPD – Harvard Graduate School of Design

Position Description:
Job Summary :
This position reports to the Department Manager of the Landscape Architecture and Urban Planning and Design departments, 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.

Position Description :

-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.
-Provides support to chair with respect to email and task management, and may draft and distribute correspondence. .
-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 corporate card receipts; reconciles chair’s corporate card on a monthly basis via Concur. Works with chair, department manager and Academic Affairs Business Office to track discretionary spending.
-Works frequently with academic administration staff and other departments in the GSD to coordinate and execute department and School-wide tasks, including studio lottery and tray mapping, 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 Affairs Business 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 and course 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.
-Other duties may be assigned

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 and Skills :
-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.

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.

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:
Work is primarily done in an office setting.
Level of English Required: Advanced/Fluent

How to Apply:

Apply Online

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