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Harvard University

Location: CambridgeMA 02138 Document ID: AC234-4TNO Posted on: 2018-06-2206/22/2018 Job Type: Full-time

Job Schedule:Full-time

Executive Coordinator, Urban Planning and Design

Duties & Responsibilities

  • Serves as main assistant for Urban Planning and Design chair, providing a wide range of high-level administrative support with accuracy, discretion, and good judgment.
  • Responsibilities include coordinating visas, tracking and maintaining information for chair pertaining to guest lecturers, 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, announcements, reports, and agendas on behalf of the chair for alumnae, students, recommendation letters, etc.
  • 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 UPD department meetings: drafts agenda for 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 administrator and Academic Programs Business Office to track discretionary spending and department budgets.
  • Works frequently with academic services department staff and other departments in 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.
  • Coordinates Final Review logistics for UPD department, including 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 Administrator with onboarding visiting faculty and tracking visitor information; maintains faculty bios on the School website.
  • 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 travel.
  • Serves as point person for UPD 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.
  • 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 and copiers, monitoring department email address and voicemail, answering department phone, providing office coverage, and other administrative support duties.
  • Provides support to program directors and department administrator as needed, including proofreading documents, and other administrative support duties as necessary including individual or team projects such as assisting with course field trips and coordinating committees.

Basic Qualifications

  • 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.

Additional Qualifications

  • 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.

Additional Information

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, preferably included in the same document as the resume.

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.