Public Programs Coordinator

About the Role

Harvard University Graduate School of Design seeks an energetic, unflappable individual to join the Department of Communications as the Public Programs Coordinator. This role 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 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.

This is a service-oriented, hybrid role requiring on-site event responsibilities, interaction with invited guests, vendors, and attendees, and occasional evening and weekend hours during the academic year.

Responsibilities

• Act as primary on-site event staffer, ensuring events begin and end on time and that guests, hosts, and attendees are cared for. Duties include setting up signage, fielding participant inquiries, and general troubleshooting.
• Handle live social media posting during events.
• Provide administrative, technical, and logistical support for the public programs series, including:
  • 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.
  • Producing materials for events (e.g., placards, posters, place cards).
• Track all lecture-related expenses and work with Finance staff to process financial paperwork, payments, and honoraria.
• Participate in the budget forecasting and budgeting process each year.
• Manage the communications needs of Public Programs, including creating, maintaining, reviewing, and updating relevant content for the GSD’s website, e-newsletters, and email marketing.
• Conduct research to develop new audiences.
• Draft and send weekly event announcements to the GSD community.
• Participate in or lead GSD-wide event-related committees.
• Provide event guidance to student groups, department staff & faculty, Harvard-wide partners, and related parties on planning and execution of events and implementation of policies.
• Perform general administrative duties (e.g., making and responding to phone calls, maintaining files and archives, updating contact databases such as Mailchimp).
• Provide efficient and accurate customer service to internal staff and external clients, including the Dean’s Office, faculty, donors, alumni, and the public.
• Respond to inquiries received via the outward-facing events email address and phone number.
• Track key data points from events to support analysis and feedback.

Requirements

• 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) required; experience with WordPress and Adobe Photoshop strongly preferred.

Qualifications

• Excellent oral and written communication skills; outstanding administrative and organizational skills.
• Meticulous attention to detail.
• 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.
• Ability to work independently and 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.

Benefits

• 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.

Schedule

This is a hybrid position with a 35-hour-per-week schedule, Monday through Friday, 7 hours/day. Occasional evening and weekend hours are required during the academic year. The schedule of in-office and remote hours will be determined in conversation with the supervisor. Position may require overtime during peak periods.