Associate Director of Public Programs

02-Jan-2024

Harvard Graduate School of Design

64633BR

Job Summary

The core responsibility of the Associate Director of Public Programs is to produce semester-length seasons of public programs for the Harvard Graduate School of Design (GSD). Composed of lectures, panel discussions, symposia, and occasional performances, public programs at the GSD bring scholars and practitioners from around the world to the GSD’s campus in Cambridge. Taken together, this group of visitors reflects the full breadth of expertise and interests at the School, which spans a multitude of disciplines from within and beyond architecture, landscape architecture, urban planning, and urban design—including economics, public policy, engineering, governance, medicine and public health, art, and the humanities.

The Associate Director of Public Programs will be very active in engaging faculty, students, staff, and other affiliates from across the School’s community to maintain a deep awareness of and sensitivity to department priorities, current topical interests, and other projects or initiatives that would benefit from the kind of public presentation and dialogue afforded by public events. One of the most critical components of this role is the capacity to collaborate with faculty to distill ideas surfaced from across the School into a coherent semester of events, one that is balanced, representative of, and complementary to the full breadth of academic pursuits at the GSD. Successful candidates must be able to anticipate all aspects of program planning, and be able to lead a team independently in organizing and carrying out program plans.

The Public Programs team—which includes two other colleagues, the Public Programs Coordinator and Assistant Director of Multimedia Production—is based in the Office of Communications, which also includes teams that manage the School’s exhibitions program, communications and editorial programs, media relations, art direction, Harvard Design Magazine , and Harvard Design Press. Collectively, the office often serves as a front line in engaging public audiences, and it is through the office’s collaborative work where the GSD’s people and ideas frequently come into dialogue with these publics. The Public Programs team is central to this effort, both conceptually in how a semester of programs is conceived, and operationally in how those programs are communicated about and delivered. The Public Programs team strives to cultivate a welcoming atmosphere for all audiences and maintains a high level of professionalism, preparedness, and hospitality to ensure that audiences and event participants alike have a rich and rewarding experience at the GSD.

The Associate Director of Public Programs reports to the Assistant Dean and Director of Communications, and together with the Public Programs team manages between 20 and 25 public events per semester (fall and spring). In addition to managing two direct reports, the Associate Director is expected to actively engage a wide variety of faculty, staff, and student group leaders, and to be available to offer guidance to individuals and offices seeking to plan their own events. The Associate Director must also become deeply familiar with a variety of web-based technologies used for space and event scheduling and digital communications.

This position is based in Cambridge and requires regular in-person work at the GSD throughout the academic year, and allows for remote work on days when events are not scheduled and when classes are not in session.

Position Description

TYPICAL DUTIES AND RESPONSIBILITIES: 

• Works with the Assistant Dean of Communications to develop and produce a range of public programs across the School. 
• Engages the Assistant Dean of Communications, Dean of the School, chairs of departments within the school, and other faculty in conversation to source ideas and input for upcoming programs.
• Works with conference organizers to prepare event proposals for presentation to the Assistant Dean of Communications and the Dean of the School.
• Gathers information about the content, goals, number of participants, size and constituency of expected audiences for public programs.
• Makes recommendations as to the scope and content of conferences, bearing in mind the conference goals and structure.
• Develops new event formats and ways to stage them for in-person, online, and hybrid audiences, working closely with Assistant Director, Multimedia Production and the Digital Project Manager, and makes plans to operationalize them.
• Working with the GSD’s Art Director and outside graphic designers, coordinates and prepares event promotion and marketing materials.
• Collaborates with other School departments in the organization and execution of events and programs.
• Coordinates communication of events with those involved across GSD such as the academic departments, Facilities Services, and IT.
• Manages departmental event and A/V tech budgets and monitors expenses.
• Maintains event calendar and creates spreadsheets to track the details related to each event.
• Manages GSD events web pages.
• Helps lead committee for GSD events calendar system, and participates on other event-related committees as necessary.
• Researches and negotiates with conference venues, hotels, caterers, and other vendors.
• Acts as a GSD resource for information regarding events and programs related to the School.

Basic Qualifications

Bachelor’s degree with 7+ years of event management experience required. Must have project management, negotiation, interpersonal and communication skills, and a strong commitment to customer service.

Additional Qualifications and Skills

Able to work a flexible schedule that includes evenings and weekend work as necessitated by the events schedule. Proficiency in Word, Excel, PowerPoint, and electronic calendaring. Excellent judgment, discretion, diplomacy, communication and public relations skills required, as well as strong organizational, detail management and follow-through skills. Ability to develop effective working relationships with key departments and contacts across the school and to balance their priorities against established budgets. Flexibility in adapting plans consistent with changing needs. Ability to respond quickly and effectively to multiple priorities and situations. Knowledge of University and surrounding community helpful.

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Communications, General Administration

Department Office Location

USA - MA - Cambridge

Job Code

361058 Administrative Manager

Work Format

Hybrid (partially on-site, partially remote)

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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