Reporting to the Department Manager, serves as main assistant for Landscape Architecture chair, providing a wide range of high-level administrative support with accuracy, discretion, and good judgment.
Responsibilities include tracking and maintaining information for chair pertaining to meetings, courses, publications, lectures, etc. Schedules all appointments and maintains daily calendars; coordinates travel arrangements as needed for both chair and guests as required; tracks and keeps chair's memberships current; composes, prepares and proofreads correspondence, recommendation letters, announcements, reports, and agendas on behalf of the chair.
Monitors chair's email as requested, reviewing, prioritizing, and distributing all correspondence to the appropriate individuals; monitors replies and informs chair of items requiring attention;
Coordinates monthly LA department meetings: drafts agenda with chair, books rooms, orders catering, prepares materials, and assists with meeting execution and logistics as needed (such as with presentations), and generates and disseminates department meeting agendas and logistics.
Processes reimbursements and pcard receipts; reconciles chair's corporate card on a monthly basis via Concur. Works with chair, department manager, and Academic Programs Business Office to track discretionary spending and budgets.
Works frequently with academic affairs department staff and other departments in the GSD to coordinate and execute department and School-wide tasks, including final reviews, 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.
Coordinates Final Review logistics for LA department, including guest critic invitations/confirmations, travel, schedules, catering, and tracking studio budgets in conjunction with studio instructors and the Academic Business Programs Office.
Coordinates student and external awards and prizes, including advertising, maintaining websites, serving as prize administrator/point person, coordinating information sessions and post-award requirements.
Disseminates department information to students and/or faculty; creates and updates resource pages on the GSD website.
Assists Department Manager with onboarding visiting faculty and tracking visitor information via sharepoint and Digital Measures.
Coordinates logistics and promotes department events, including public and department lectures and workshops.
Coordinates departmental and course bus trips; collects travel waivers for all studio and course travel.
Serves as point person for LA faculty and visiting faculty in relation to School/University systems and databases. Assists faculty to administer and become familiar with their course Canvas pages, Concur, and other systems. Provides data from these systems to the Department Administrator and Program Coordinator for accreditation purposes.
Supports accreditation efforts by collecting and maintaining faculty CVs, course syllabi, course TAs, office hours, and other program related materials.
Serves as main point of contact for visitors to the department office. Provides general office support including ordering office supplies, maintaining faculty resource room, purchasing parking passes, updating department office labels, responding to walk-in inquiries, managing office resources such as copiers, monitoring department email addresses and voicemail, answering department phone, providing office coverage, and other administrative support duties.
Provides additional support as needed, including proofreading documents, data entry and tracking, and other administrative support duties as necessary including individual or team projects such as assisting with course field trips and coordinating committees.
Provides assistance to the Program Coordinator and the Department of Urban Planning and Design.
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 is required.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
HS diploma or equivalent.
3+ years' administrative support experience in a high-level environment required, with demonstrated experience in office administration and customer service.
Strong writing, editing and proofreading skills.
Experience with complex travel arrangements and visas.
Proficiency with MS Office including Word, Excel, and PowerPoint
Bachelor's Degree preferred.
University work experience preferred.
Proficiency with Microsoft Office or similar computer skills required.
Professional manner and excellent organizational skills, confidentiality, and judgment.
Ability to prioritize and execute multiple tasks simultaneously.
Must be detail-oriented and able to work with flexibility.
Must be able to interact professionally with all levels of staff, faculty, potential donors, and the public.
Ability to work as part of a close team of staff sharing responsibilities when necessary to meet the needs of the department.
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: 51887BR
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.