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.
Provides Assistance to the Chair of the Department:
Maintains daily calendar; schedules/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 monthly basis via Concur. Works w/Chair, Department Manager, & Business Office to track discretionary spending & department budgets.
Coordinates domestic & international travel as necessary for both Chair and guests.
Offers administrative/logistical support as needed.
Provides departmental support for Department Manager, Program Coordinator, & Program Directors:
Serves as first point of contact/information source for Department w/faculty, staff, students and the public via phone/email/in person.
Monitors department email address & voicemail.Coordinates administrative aspects of final reviews – communication w/faculty and facilitation of related faculty responsibilities, guest critic logistics, expense tracking, catering orders, and communication of details to GSD community.
Manages room bookings/catering needs for Department, including faculty meetings, final reviews, thesis reviews, departmental lectures, and other events/special circumstances.
Coordinates w/TAs, Business Office, and Faculty to create Option Studio travel packets for students enrolled in traveling studios, and manages student travel waiver forms.
Coordinates monthly dept faculty meetings: drafts agenda for Chair, books rooms, orders catering, prepares materials, and assists w/meeting execution and logistics (ex. presentations).
Works frequently w/Academic Services staff & other departments across the GSD to coordinate/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, and other ad hoc or special events/initiatives.
Assists Department Manager w/onboarding visiting faculty & tracking related information in faculty databases. Provides additional support to Department Manager, including proofreading/copyediting, & other administrative support on individual/team projects.
Assists in updating/maintaining departmental, program, and faculty information on GSD website/faculty database (Digital Measures).
Monitors/maintains office equipment/supplies and manages departmental resource room, including mailbox organization, mail distribution, and department office label updates. Responsible for overall office neatness/organization.
Disseminates department information to students and faculty; updates departmental resource pages on GSD website.
Maintains award packets and works w/Program Coordinator on award processes, including coordinating committees, faculty and student communication, student application submissions, updating/maintaining awards information internally and on GSD website.
Assists Program Coordinator on tasks related to course evaluations. Oversees tasks/preparations needed for annual GSD Evaluation Booklet.
Coordinates/promotes departmental events including public & department lectures/workshops.
Assists in collection of faculty information/materials for short-term purposes such as contact information, TA lists, office hours, and long-term purposes such as accreditation materials.
Note: Must be willing to work Monday-Friday, 9-5, and overtime during peak periods. In order to be considered for this position, a well written cover letter and resume, is required.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
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.
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: 48237BR
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.