Program Coordinator, Executive Education

Job Summary:

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.

GSD’s Office of Executive Education seeks an experienced Program Coordinator to support its domestic and international executive programs, offered online and in-person throughout the calendar year, within a growing and fast-paced department.

Responsible for managing an assigned annual portfolio of executive education programs, supporting all phases of delivery from planning, enrollment launch, and customer service, program planning and delivery, and post-program wrap-up and reconciliation. Responsible for delivering exceptional customer service to faculty and program participants, working under the direction and in close collaboration with the Assistant Director and Director. Produces and manages a program checklist and timeline and adheres to programmatic deadlines. In addition, supports department functions including recruitment and customer service, communications, budgeting, and administration.

Please note: The Director reserves the right to reassign the Program Coordinator to other programs as needed by the department.

This is a one-year term position with the possibility of extension.

Job-Specific Responsibilities:

Specific Programmatic duties include, but not limited to:

• Communicates regularly with key program stakeholders including GSD Exec Ed team members, faculty and instructors. Serves as contact on assigned programs for participants, faculty, special guests and vendors.
• Maintains robust participant records. Acts as primary liaison from participants’ initial onboarding into the program to their receiving a certificate of completion.
• Supports program planning, innovation, and evaluation by building strong processes and workflows. Brings expertise in developing interactive sessions in collaboration with faculty, and excellent logistical planning to enable smoothly run exercises, discussion groups, etc. Maintains records of curriculum/content for the program to ensure program cohesion.
• Collaborates with team members to set program, enrollment, marketing schedules, and participant communication in accordance with established program timelines and best practices.
• Organizes and maintains physical inventory for programs.
• Organizes and maintains all program material production including program websites, readings, and assignments, digital and printed program materials, evaluations, etc.
• Arranges and coordinates all in-person program logistics including program space and special- event venue(s), media services, catering, signage, transportation, site visits, travel, and other program-specific activities. Communicates as assigned with hotels/venues, and vendors, makes recommendations for food and activities.
• Manages logistics and technology for online programs, e.g., on the Zoom platform.
• Manages program delivery activities from registration to closing; actively manages classroom and other program spaces, provides customer service support to faculty and participants on-site and online.
• Monitors assigned program budget(s).
• Prepares program evaluations and post-program debriefs.

Specific Department Administrative duties, but not limited to:

• Manages course websites and course learning platforms, e.g., Canvas.
• Manages department’s provider accounts and participant attendance records with continuing education entities such as the American Institute of Architects (AIA), etc.
• Pulls data and creates reports as requested by GSD Exec Ed colleagues to present in use for planning and decision-making purposes.
• Collaborates with seasonal temporary staff, and possible student interns, ensuring satisfactory completion of assigned tasks, working closely with the Assistant Director or others in the department, who serves as supervisor for student/temporary staff.

General duties:

• Prepares for and participates in program team meetings, regular all-staff meetings, and any organization meetings as needed.
• Proofreads and prepares presentations, routine correspondence, meeting minutes, and other materials requested by the Director, Assistant Director, faculty, or other team members.
• Other duties as required.

WORK ENVIRONMENT:

• This position will be based in Cambridge, MA. The work is mainly performed in an office setting. Flexible work options for this role will be discussed during the interview process.  
• Candidates must have employment authorization to work in the US, and we regret that we cannot sponsor a VISA.
• Candidates who do not live within commuting distance of our Cambridge, Massachusetts campus should indicate on their resumes whether they are “willing to relocate,” as this position requires a regular on-campus presence. 

PHYSICAL REQUIRMENTS:

• Some lifting of curriculum boxes and classroom set-up may be required.
• Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions

Basic Qualifications:

• HS Diploma or equivalent required with 5 years related experience including project management in a higher education setting.
• Excellent technical skills required including high proficiency with MS Office suite, Adobe Acrobat, survey software, and task management software.
• Facility with Zoom breakouts, polling, and chat is a strong asset.
• Experience with social media, CRM databases, and knowledge of HTML is an asset.
• Proven ability to proof effective proposals, reports, and papers.
• Must be able to work overtime hours on evenings and weekends as required for program delivery.

Additional Qualifications and Skills:

• The position requires strong interpersonal skills, including proven ability to interact well with faculty, staff, participants, alumni, industry leaders, and clients across cultures.
• An educational and/or work background in design, architecture, and/or real estate is a plus.
• Familiarity with Harvard or previous experience in an academic environment is preferred.
• Strong ability to communicate effectively, both verbally and in writing.
• Ability to manage multiple concurrent priorities and tasks.
• Flexibility, judgment, and ability to handle complex and confidential material with discretion.
• Ability to work under pressure while maintaining a positive attitude, manage multiple tasks simultaneously, work both independently and as a team member, take both direction and initiative in a deadline-oriented environment.
• Requires a flexible, adaptable team player with an eye for detail and skills to collaborate with multiple teams with shared accountability in fast-paced, high-energy, rapidly evolving environment.
• Customer focused, with proven ability to develop trusting working relationships.
• Strong comfort level with social media/networking tools, internet use, and website editing, content management.
• Ability to work effectively with a variety of constituents.
• Excellent judgment in problem solving skills on a consistent basis.
• Ability and willingness to travel occasionally is a plus.

• Appointment End Date: This is a one-year term position with the possibility of extension.
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

SALARY INFORMATION: 

Salary ranges within each pay grade are based on qualifications, skills, experience, equity in comparison to similar positions, and external market values. Salary ranges allow for differences among positions within the same grade as well as increasing levels of responsibility and performance within the same job. For more information regarding salary ranges at Harvard, please see: https://hr.harvard.edu/salary-ranges

Please note that to be considered for this position, a cover letter and resume are required with the submission of your application.

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.