Reporting to the Programs Administrator, the Executive Coordinator provides executive assistance to the doctoral programs faculty directors and performs a wide range of high-level administrative support with accuracy, discretion, and good judgement. The Executive Coordinator provides general support to the Advanced Studies Program (ASP) office, and assists with calendar management, events, correspondence, website, and additional tasks and initiatives.
Serves as primary point of contact for the office, answering general inquiries via phone, email, and office walk-ins.
Supports Program Directors in administering the various ASP programs in the following ways:
Maintains daily calendar for Program Directors; schedules and coordinates program-related appointments.
Provides communications support, drafting program-related messages and occasionally corresponding on behalf of the program directors.
Uses and monitors generic Program Director email accounts.
Supports ASP program faculty meetings (admissions, awards committees, regularly scheduled faculty meetings, and ad-hoc meetings) including scheduling, staffing, note-taking, drafting minutes, ordering catering.
Assists/staffs ASP Orientations, Open Houses, and Commencement.
Coordinates/promotes/staffs ASP program-specific events; books rooms, orders catering, communicates (email and GSD Now), etc.
Acts as point-person for admissions inquiries, answering questions and referring applicants to the admissions office when appropriate. Supports internal admissions process for ASP programs.
Aids doctoral students in processing grant, conference fund, and fellowship applications; exam documentation; defense logistics and paperwork.
Works with ASP staff and faculty to coordinate and execute MDes Open Projects in spring semester.
Works with Academic Affairs staff and other offices across the GSD to coordinate and execute program and School-wide tasks, special events, and initiatives.
Responsible for production of online and printed bios for doctoral students, including editing, proofing, designing, and printing.
Orders business cards for doctoral students.
Provides program-related support for the ASP Programs Administrator and Program Coordinator
Monitors and maintains office equipment and supplies. Responsible for overall office neatness and organization.
Coordinates projects related to ASP and GSD initiatives as needed.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
HS diploma or equivalent required
College degree preferred, or an equivalent of education plus relevant experience in an office environment.
Three or more years of related experience required
Competency using a variety of computer software (Microsoft Office, web content editing tools, databases).
Demonstrated attention to detail required
Excellent interpersonal, problem solving, and communication skills required.
Flexibility and ability to prioritize work and remain organized in an environment with multiple activities required.
Ability to handle complex and confidential information with discretion.
Top candidates will exhibit self-motivation and the proven ability to see project through to completion
Experience with Harvard financial processes desirable
Experience planning and supporting events desirable
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.
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.