Executive Coordinator, UPD

Description

002046SR

School/Unit Harvard Graduate School of Design
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 054
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment No

By working at Harvard University, you join a vibrant community that advances Harvard’s world‑changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

The Harvard University Graduate School of Design (GSD) educates leaders in design, research, and scholarship to make a resilient, just, and beautiful world. The GSD offers an unparalleled setting for interaction through the combination of disciplines—architecture, landscape architecture, urban planning and design, design engineering, real estate and housing—with an emerging research program and a robust public program of lectures and exhibitions.

The Harvard Graduate School of Design (GSD) educates design, research, and scholarship leaders to make a resilient, just, and beautiful world. The GSD offers degree programs across a range of design disciplines—architecture, landscape architecture, urban planning, urban design, design engineering, and real estate—as well as advanced research programs that cut across these disciplines and a robust public program of lectures, exhibitions, and publications.

The immense variety of people, programs, and ideas at the School sustains a vibrant and rich environment for learning, inquiry, and collaboration, unlike any other design school. For more information about Harvard GSD see: https://(Use the "Apply for this Job" box below). .

Reporting to the Assistant Director of Academic Administration for the Department of Urban Planning & Design (UPD), the Executive Coordinator provides executive assistance to the Department and Chair and performs a wide range of high‑level administrative support, with accuracy, discretion, and good judgment. The Executive Coordinator serves as the first point of contact in the department office for faculty, students, staff, and the public, and is responsible for greeting walk‑ins, guests, and answering the department phone and email.

Note: This position is performed in person, 5 days a week, during the academic year. Must be willing to work Monday‑Friday, 9‑5, and overtime during peak periods. Flexibility for remote work during off‑peak periods during the academic year will be reviewed after the successful completion of the 3‑month Orientation and Review period, and at the discretion of the manager.

Other duties may be assigned.

• Manage the Chair’s calendar, demonstrating sound judgment in prioritizing requests for the Chair’s time and communicating scheduling decisions in a diplomatic way.
• Independently and collaboratively draft and edit correspondence and other original content such as recommendations and meeting talking points, as needed. Independently communicate on behalf of the Chair.
• Monitor Chair’s email as requested; review, prioritize, and appropriately distribute all correspondence; monitor replies and inform Chair of items requiring attention.
• Design, organize, and implement administrative systems to manage the operations of the Chair’s office.
• In collaboration with the department’s finance team, manage reimbursements and financial record‑keeping for the Chair.
• Coordinate domestic and international travel as necessary for the Chair.
• Offer administrative and logistical support as needed.

• Serve as the first point of contact and information source for the Department with faculty, staff, students, and the public via phone, email, and in person. Monitor department email address and voicemail.
• Coordinate Final Review logistics for the Department, including invitations/confirmations, travel, schedules, catering, and tracking studio budgets in conjunction with studio instructors and the Academic Administration Business Office.
• Manage room bookings and catering needs for the Department as…