Programs and Travel Coordinator, UPD

04-Apr-2024

Harvard Graduate School of Design

64522BR

Job Summary

The Harvard University Graduate School of Design (GSD) offers graduate degrees in Architecture, Landscape Architecture, Urban Planning, Urban Design, and Real Estate, with the last three degrees situated in the Department of Urban Planning and Design (UPD). The Master in Real Estate (MRE) is a 12-month degree for students seeking to acquire or sharpen traditional real estate skills and carry out real estate that advances beneficial spatial, social, and environmental outcomes. The UPD Programs and Travel Coordinator supports and coordinates key aspects of the UPD department, including specific MRE activities, and is responsible for managing complex group travel for the MRE program, UPD, and other programs as needed.

Position Description

• At the direction of the UPD program manager and department manager, provides a high level of administrative support, delivered with accuracy, discretion, and good judgment, for MRE program activities; coordinates logistics for and staffs MRE faculty meetings.
• Manages all aspects of travel for the MRE “Development Project” and associated option studios, as well as for other UPD studio and courses with a travel component, including budgeting, researching and booking complex group travel arrangements, financial reconciling, processing related payments and serving as the primary contact for students before, during, and after travel. 
• Initiates and maintains extensive communication with instructors who have a studio/course site visit component before and during the semester. Exercises a high level of ability to make quick and appropriate decisions regarding travel in different environments in the US and abroad.
• Provides support for the MRE summer Practicum with regard to travel and lodging arrangements, budgets and other administrative matters.
• Coordinates and supports MRE students’ return-to-campus presentations in August/September, following the completion of the summer practicum; coordinates and staffs program-related celebrations, events, and meetings related to the entering and departing MRE cohorts.
• Provides support for the admissions process, as needed.
• Manages the dedicated MRE student space, liaising with students, facilities, and program or department manager to ensure the space is adequately stocked at all times and meets the needs of the program’s students.
• Serves as point of contact and back-up for MRE specific matters resulting from the 12-month program structure.
• Provides support for MRE events and activities as needed, at the direction of the UPD department manager and UPD program manager.
• Provides support to department and program manager with respect to tracking discretionary or program-specific spending for MRE; processes reimbursements and pcard receipts and reconciles corporate cards on a monthly basis.
• Works frequently with academic affairs staff and other departments in the GSD to coordinate and execute program-specific and School-wide tasks, including studio lottery, search committee meetings, pre-term workshops, orientation, open houses, welcome receptions, end of year celebrations, and commencement, as well as other ad hoc or special events and initiatives.
• Assists UPD Department Manager and faculty program leadership with onboarding of voting and non-voting program faculty, and tracking faculty information in databases.
• Provides general office support including staffing the physical department office, ordering office supplies, maintaining faculty resource room, purchasing parking passes, updating department office labels, responding to walk-in inquiries, managing office resources such as copiers, monitoring department and program email addresses and voicemail, answering department/program phones, providing office coverage, and other administrative support duties.
• Provides support to UPD department chair, program directors, department manager, and program manager as needed, including special projects, proofreading documents, and other administrative support duties as necessary including individual or team projects such as assisting with course field trips and coordinating committees; Provides support to UPD department and other academic departments and programs as needed; additional duties and special projects to be assigned.

Basic Qualifications

• HS Diploma or equivalent
• 5+ years of administrative support experience in a high-level environment required, with demonstrated experience in office administration and customer service, ideally in a University of similar environment.
• Strong writing, editing, and proofreading skills.
• Proficiency using a variety of computer software and systems, including all MS Office programs.
• Working knowledge of office processes and related computer software and electronic communications tools.

Additional Qualifications and Skills

• Bachelor’s Degree preferred
• Ability to organize work and multitask in an environment that demands completion of a variety of tasks in sometimes time-compressed situations.
• Experience booking travel for an academic or corporate organization, both domestically and internationally is desired.
• Professional manner and excellent judgment with regard to confidentiality and public presence.
• Able to interact professionally with all levels of faculty, potential donors, and the public.
• Ability to work as part of a close team of staff sharing responsibilities when necessary to meet the needs of the department

Additional Information

Must be willing to work Monday-Friday, 9-5, and overtime during peak periods. Must also be willing to be on-call by phone and email during student travel periods in the event urgent or emergency travel support is needed.  In order to be considered for this position, a cover letter describing the background of the candidate and why the job is appropriate for the candidate must accompany submission of a resume.

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

Faculty & Student Services, General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Department

Academic Affairs

Union

55 - Hvd Union Cler & Tech Workers

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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