Special Projects Coordinator

Company Description 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. Why join the Harvard Graduate School of Design? 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: Job Description SUMMARY: Harvard University Graduate School of Design seeks an energetic, unflappable individual to take up the mantle of Public Programs Coordinator in the Department of Communications. The Communications Department handles public programming, publications (Harvard Design Press and Harvard Design Magazine), exhibitions, the GSD’s online presence, and public relations across the school. The Coordinator is a crucial member of the Public Programs team, which produces approximately 50 events per year. Reporting to the Associate Director of Public Programs, the Public Programs Coordinator provides support in the planning, organization, and assessment of the GSD’s official public programs and acts as the primary on-site staff member for in-person events. Their key duties include event staffing; budget tracking; logistical coordination (incl. travel, catering, setups, audience and speaker inquiries); event-related outreach and social media communications; event webpage creation and maintenance; committee work; and providing guidance to GSD/Harvard partners about the event planning process, among other tasks. This is a service-oriented role that requires on-site event responsibilities and interaction with invited guests, vendors, and attendees. Quick thinking, adaptability, a confident demeanor, a generous spirit, and rigorous attention to detail are essential in this role. The ideal candidate will be creative and proactive: identifying opportunities to improve event operations and contribute to the lively community at the GSD through events. The position is hybrid (in-person and remote). During the academic year, occasional evening and weekend hours are required. TYPICAL DUTIES AND RESPONSIBILITIES: Acts as primary on-site event staffer, ensuring events begin and end on time and that guests, hosts, and attendees are cared for. Other on-site duties include setting up signage, fielding participant inquiries, and general troubleshooting. Handles live social media posting during events. Provides administrative, technical, and logistical support for the public programs series, such as: correspondence with invitees/attendees;preparing itineraries and briefings; securing event spaces; making dinner and catering arrangements; booking travel and hotel accommodations; drafting and/or formatting slide presentations; and producing materials for events (e.g. placards, posters, place cards, etc.). Tracks all lecture-related expenses; works with Finance staff to process financial paperwork, payments, and honoraria. Participates in the budget forecasting and budgeting process each year. Manages the communications needs of Public Programs, which includes creating, maintaining, reviewing, and updating relevant content for the GSD’s website, e-newsletters, and email marketing. Conducts research to develop new audiences. Drafts and sends weekly event announcements to GSD community. Participates in or leads GSD-wide event-related committees. Provides event guidance to student groups, department staff & faculty, Harvard-wide partners, and related parties on the planning and execution of events and implementation of policies related to event planning at the GSD. Performs general administrative duties (e.g., making and responding to phone calls; maintaining files and archives; entering and updating contact databases (such as Mailchimp). Provides efficient and accurate customer service to internal staff members and external clients such as the Dean’s Office, faculty, donors and/or alumni, other departments with the GSD and the University, and the public. Responds to inquiries received by the outward-facing events email address and phone number. Tracks key data points from events to support analysis and feedback. SUPERVISORY RESPONSIBILITIES: There are no supervisory responsibilities associated with this position. PHYSICAL DEMANDS: May require lifting, moving, and opening boxes of office supplies and event materials. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Qualifications Basic Qualifications: 3 years of experience organizing or running events, or related transferable experience. Knowledge of academic communities with an interest in design and arts-related missions preferred. Strong computer skills and familiarity with Mac platforms. Advanced word processing and spreadsheet knowledge, confidence using a variety of social media platforms, and familiarity with web editing software. Comfort with Excel, Word, and PowerPoint (and/or Keynote) are required; experience with WordPress and Adobe Photoshop strongly preferred. Additional Qualifications and Skills: Excellent oral and written communication skills; outstanding administrative and organizational skills. Meticulous attention to detail. Must be comfortable interfacing with people both inside and outside the organization. Ability to demonstrate exceptional resourcefulness, creativity, and flexibility; display good judgment; problem-solve and take initiative; exercise tact and diplomacy at all times. Must be able to work independently. Must have the ability to handle confidential materials with discretion. BA/BS or equivalent preferred;a degree in Communications, Arts Administration, Art/Architectural History, Art Education, English, Design, or Studio Art is desirable. Additional Information This position affords a chance to learn what it takes to produce high-profile public events while gaining insight into the wider activities of the Communications Department at one of the top design schools in the country. This position is hybrid, with a 35-hour-per-week schedule, Monday through Friday, 7 hours/day, including evenings and occasional weekend hours during the semester. The schedule of in-office and remote hours will be determined in conversation with the supervisor. Position may require overtime during peak periods. Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position. Pre-Employment Screening: Identity. Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page. EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination. #J-18808-Ljbffr