SUMMARY The Campus Planning and Design Coordinator supports multiple functions related to campus planning, space planning, and facilities changes for the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS).
TYPICAL DUTIES AND RESPONSIBILITIES
General Administration includes assisting the Assistant Dean of Campus Planning and Design with:
Administrative office support including copying, printing, faxing, phone messages, correspondence, and processing reimbursements and invoices.
Planning, scheduling, and execution of meetings. Tasks include scheduling attendees, organizing meeting space, assigning resources, assuring all electronic resources are in place, managing catering, managing outside service providers, and providing materials and logistical support.
Assists with timely release of meeting reminders and works with the Assistant Dean of Campus Planning and Design to distribute agendas, meeting minutes and relevant attachments. Sorts, organizes and archives capital project and other files.
May independently handle event planning as needed.
Consults with the Dean's office, Campus Planning and Design, and faculty support staff on the planning, scheduling, and execution of campus planning related events including construction site visits, committee meetings, and other related meetings and retreats.
Communications and Department Specific:
Prepares weekly updates for SEAS newsletter, Inside SEAS. Drafts, edit, and prepare timely news or information related to space changes, construction activities, and campus planning related activities for the SEAS community and other Harvard stakeholders.
Executes and manages regular maintenance of the department webpage for Campus Planning and Design. Provides timely upload of pertinent information.
Assists the Assistant Dean for Campus Planning and Design with updates to SEAS Communications and other groups related to campus planning activities.
Prepares weekly updates into the CenterStone software system used for space planning / management. Coordinates information with other SEAS administrative staff, the Assistant Dean of Campus Planning and Design, and FAS OPRP. Assists in documenting SEAS space utilization and with preparing and coordinating space reporting information.
Assists with storage and space management and manages logistics for moving employees between offices, working in collaboration with the Facilities Ops and SEAS Computing/HUIT teams.
Assist the SEAS Capital Project teams with managing tasks including orders and installations for furniture, A/V, tel/data work, and other related tasks. Independently manage move details and coordinates other setup/vacancy details as needed with team members.
Manages the materials library for Campus Planning and Design and Facilities Ops.
Prepares and maintains unit's operating budget records to assure compliance with University requirements and notifies supervisor of unusual situations.
Assists SEAS Capital Project teams with tasks including coordinating and processing of all vendor invoices, maintaining current project budget updates with project managers, and preparing monthly (or ad hoc) budget reports.
Assists SEAS Capital Project teams with preparing all required forms related to capital projects using university established database software systems. Works independently in selecting and applying established procedures appropriately. Updates supervisor on status of projects as required.
Assists in cost controls processing for capital projects and small projects. May monitor and reconcile budget(s), maintains financial documentation, provides information and analysis. Makes recommendations on expenditures towards a defined budget.
Prepares contracts for Contractors, vendors, and designers.
Additional related duties as required.
This role involves frequent movement between buildings and campuses (Cambridge and Allston). The ability to walk between buildings with some regularity to check in on project starts and/or completions as well as troubleshooting questions on-site is part of this role.
Please submit a resume and cover letter to be considered for this role.
Note: SEAS is not able to provide visa sponsorship for this position.
Commitment to Diversity SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard's teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are: educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
Education and/or Experience Five or more years of related experience or an equivalent of education plus relevant experience.
Microsoft Office skills including proficiency with Excel and experience with Pivot Tables.
Experience processing financial reimbursements and updating websites preferred.
Strong database management skills and strong attention to detail.
Ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools.
College degree and experience in an academic environment preferred.
Excellent time management and organizational skills, and the ability to prioritize work to meet the needs of supervisor in a fast-paced environment. Must be able to work with interruptions, adapt to change, and respond quickly to last minute requests and changes.
Ability to work independently with minimal supervision, make appropriate adjustments to work flow, demonstrate initiative and problem solve.
Strong attention to detail, accuracy, follow through, flexibility and dependability essential.
Excellent customer relations and communication skills, including the ability to establish and maintain relationships across all levels, including outside vendors.
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: 50441BR
About Harvard University John A. Paulson School of Engineering and Applied Sciences
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.