Reporting to the Manager of Building Services, serves in a multifaceted coordinator role which includes: oversight & assistance with all Graduate School of Design (GSD) room scheduling, classroom technology, event support, custodial support, & security services. This position requires outstanding organizational & communication skills. Incumbent interacts frequently with multiple constituents (faculty, deans, staff & students) as well as University contacts, & vendors. During the academic year (late August – late May) the hours for this position may require a schedule of 8 AM – 5 PM or 9 AM – 6 PM when there is an early event or evening public lecture. This Position requires occasional evening & weekend hours & may involve overtime.
Manages EMS Software, online room & resource scheduling software for all classrooms & event spaces at the GSD
Updating database & forms to request space, furniture, custodial, technology, & event services online. Personally approving requests for up to 6,000 bookings per semester & coordinating that all requests are delivered to support vendors, including custodial & security
Maintains user database of over 800 faculty, staff, & select students, & ensures they are trained with the software. Runs reports in the system daily, monthly, & quarterly to showroom usage, furniture setups, custodial revenue, & other reports as assigned
Ensures all data including room layouts, resource inventory, & seat counts are accurate. Updates EMS website & templates every term: Fall, Spring, & Summer to ensure access to space for qualified users. Actively works with EMS consultants & Harvard IT on all troubleshooting issues with software. Schedules training with EMS representative & GSD constituents as needed
Strategic planning & resource allocation for GSD events which include high profile events, such as public lecture program, open house for admitted students, &/or conferences involving dignitaries or celebrity caliber speakers within the fields of design & architecture & meets with department or group hosting the event to go over logistics, setups & staffing needs if any
Act as Building Services representative on the Events Committee which meets weekly to approve or deny event requests & plan logistics for event execution with the Media Services Manager, Student Services, & Public Program Manager
Support events not sponsored by Communication Department nor included in Public Programs. These events include Student Group events, Faculty sponsored conferences/symposia & special programs (e.g. Visiting Committee, Alumni Council, Loeb Fellowship & Research/Design Labs)
Participate as one of the members of the Planning Calendar Committee that looks ahead at events for future semesters to help plan the events calendar
Manage the condition of the classrooms & event spaces by conducting daily inspections & forecasting quarterly maintenance projects by coordinating with Building Service's Operations Supervisor & various trades for furniture, painting, window coverings, flooring, presentation boards, lighting, etc
Communicates daily & weekly with custodial supervisor about upcoming room & event schedules & setups, while also doing on-site walkthroughs before, during, & post events to ensure all events run smoothly
Requests additional custodial staffing with FMO as needed for nights & weekends
Enforces custodial policy by collecting billing codes for additional custodial services as cost recovery for custodial personnel.
Enforces room rental policy by collecting billing codes & charging internal & external groups for use of GSD space
Administrator for event planning tool, Social Tables, a room layout tool for event planning. Keep an accurate database of past & upcoming events in partnership with event coordinators & Harvard Custodial
Act as lead Project Manager for GSD classroom upgrades & improvements which includes budget forecasting, design, timeline, & management of contractors. Responsible for overall budget of project reporting to Facilities Manager on weekly progress & final budget allocation
Acts as main liaison to Securitas security guards by providing nightly special directives, daily debriefs with lead security guard, & keeping up to date the security guard manual. Requests & manages additional security staffing for special events
Responsible for life safety measures for GSD events, which includes hiring security, monitoring emergency egress in event spaces & completing MA state
HS Diploma or equivalent required
2-4 years of related experience with proven office administration and customer service
Must be proficient with computer software and electronic communications tools: (Excel and MS Word, Outlook) with basic HTML/ CSS knowledge.
Solid working knowledge of office processes and business policy development
College degree preferred
Familiarity with EMS, CCURE, Siemens, and Centerstone
Team player with demonstrated interpersonal skills
Outstanding attention to detail
Excellent customer service skills
Excellent verbal and written skills
Ability to work on multiple projects simultaneously and meet deadlines
Flexible and adaptable to changing needs and priorities
Good sense of discretion about confidential matters
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: 48617BR
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.