Reporting to the Department Manager, the Executive Coordinator provides executive assistance to the Department Chair and performs a wide range of high-level administrative support, with accuracy, discretion and good judgment.
Note: Must be willing to work Monday-Friday, 9-5, and overtime during peak periods
Other duties may be assigned.
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.
In order to be considered for this role, a cover letter is required. Candidates must be authorized to work in the United States now and in the future. We regret that we cannot sponsor a work visa.
The Harvard Graduate School of Design is passionate about fostering a diverse, inclusive, respectful, and professional work environment. Applicants of all race, ability, gender expression and identity, sexuality, religion, education, class, national origin, and diverse backgrounds are encouraged to apply.
Until our return to campus and full operational status, which is still to-be-determined, this interview process and position will take place in a modified manner – including virtual interviews, remote onboarding, and remote work.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
HS Diploma or equivalent, required
3-5 years administrative experience directly supporting a high-level manager required.
Strong computer skills required including proficiency with Microsoft Office, email and calendar applications.
Exceptional oral and written communication skills.
Excellent editing and proofreading skills required.
Outstanding customer service skills.
Ability to work as part of a close team of staff sharing responsibilities when necessary to meet the needs of the department.
BA/BS degree preferred
Experience in an academic environment preferred.
Professional manner and excellent organizational skills.
Must work with confidentiality, and have good judgment.
Demonstrated ability to prioritize and execute multiple tasks simultaneously.
Must be a self-starter and have excellent follow-through skills.
Must be able to interact professionally with all levels of staff, faculty, potential donors and the public.
Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 53736BR
About Harvard University Graduate School of Design
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.