Job Summary :
Harvard University Graduate School of Design seeks an energetic, unflappable individual to take up the mantle of Public Programs Coordinator in the Department of Communications. The Communications Department handles public programming, publications (books and Harvard Design Magazine), exhibitions, the GSD’s online presence, and public relations across the School. The Coordinator is a crucial member of the Public Programs team, which produces approximately 50 events per year.
Reporting to the Associate Director of Public Programs, the Public Programs Coordinator provides support in the planning, organization, and assessment of the GSD’s official public programs and acts as the primary on-site staff member for in-person events. Their key duties include event staffing; budget tracking; logistical coordination (incl. travel, catering, setups, audience and speaker inquiries, etc.); event-related digital outreach and social media communications; event webpage creation and maintenance; committee work; and providing guidance to GSD/Harvard partners about the event planning process, among other tasks. This is a service-oriented role that requires on-site event responsibilities and interaction with invited guests, vendors and attendees. Quick thinking, adaptability, a confident demeanor, a generous spirit, and rigorous attention to detail are essential in this role.
Position Description :
TYPICAL DUTIES AND RESPONSIBILITIES:
-Acts as primary on-site event staffer, ensuring events begin and end on time and that guests, hosts, and attendees are cared for. Other on-site duties include setting up signage, fielding participant inquiries, and general troubleshooting. Handles live social media posting (Instagram, Twitter) during events.
-Provides administrative, technical and logistical support for the various public programs, such as: correspondence with invitees/attendees; preparing itineraries; securing event spaces, catering, and making dinner arrangements; booking travel and hotel accommodations; drafting briefings; drafting and/or formatting slide presentations; and producing materials for events (e.g. placards, posters, place cards, etc.).
-Tracks all lecture-related expenses; works with Finance staff to process financial paperwork, payments and honoraria. Participates in the budget forecasting and budgeting process each year.
-In support of the communication needs of Public Programs, creates, maintains and updates relevant content for website, e-newsletters, and email marketing. Conducts research to develop new audiences. Drafts and sends weekly event announcements to GSD community.
-Participates on or leads event-related committees. Provides event guidance to student groups, department staff & faculty, Harvard-wide partners, and related parties on the planning and execution of events.
-Performs general administrative duties (e.g., making and responding to phone calls; maintaining files and archives; entering and updating contact databases [Salesforce, Mailchimp], etc.)..
-Provides efficient and accurate customer service to internal staff members and external clients, such as the Dean’s Office, faculty, donors and/or alumni, other departments with the GSD and the University, and the public. Responds to inquiries received by the outward facing events email address and phone number.
There are no supervisory responsibilities associated with this position.
Basic Qualifications :
-3 years of experience organizing or running events, or related transferable experience. Knowledge of academic communities with an interest in design and arts-related missions preferred.
-Strong computer skills and familiarity with Mac platforms. Advanced word processing and spreadsheet knowledge, confidence using a variety of social media platforms, and familiarity with web editing software. Comfort with Excel, Word, and PowerPoint (and/or Keynote) are required; experience with WordPress and Adobe Photoshop strongly preferred.
Additional Qualifications and Skills :
-Excellent oral and written communication skills; outstanding administrative and organizational skills.
-Must be comfortable interfacing with people both inside and outside the organization.
-Ability to demonstrate exceptional resourcefulness, creativity, and flexibility; display good judgment; problem-solve and take initiative; exercise tact and diplomacy at all times.
-Must be able to work independently.
-Must have ability to handle confidential materials with discretion.
BA/BS or equivalent preferred; a degree in Communications, Arts Administration, Art/Architectural History, Art Education, English, Design, or Studio Art is desirable.
Additional Information :
This position affords a chance to learn what it takes to produce high profile public events while gaining insight into the wider activities of the Communications department at one of the top design schools in the country.
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.
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: 55000-65000
This position is hybrid, with a schedule of 35 hours per week, Monday through Friday, 7 hours/day, including evenings and the occasional weekend during the semester. The schedule of in-office and remote hours will be determined in conversation with the supervisor. Position may require overtime during peak periods. During the academic year, some evening and occasional weekend hours are required.
Physical Requirements :
May require lifting, moving and opening boxes of office supplies, event materials.
Level of English Required: Advanced/Fluent
How to Apply: