Reporting to the Assistant Dean for Communications, the Public Programs Coordinator is responsible for producing the public programs for the Harvard Graduate School of Design.
TYPICAL DUTIES AND RESPONSIBILITIES:
Works with the Assistant Dean for Communications to develop and produce a range of public programs across the School.
Coordinates and tracks a list of potential visiting lecturers and performers, based on input from the Assistant Dean for Communications, the Dean of the School, chairs of departments within the school, and faculty.
Works with conference organizers to prepare event proposals for presentation to the Assistant Dean for 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.
Responsible for managing or directly handling all event details for public programs, including planning, logistical organization, communications, budget monitoring, accommodations, transportation, registration, dining, catering, audio-visual and other technical requirements, invitations, printer materials and staffing events.
Working with a graphic designer, 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, building services and computer resources.
Manages departmental event budgets and monitors expenses.
Maintains event calendar and creates spreadsheets to track the details related to each event.
Manages GSD events web page.
Helps lead committee for GSD events calendar system.
Researches and negotiates with conference venues, hotels, caterers and other vendors.
Acts as GSD resource for information regarding events and programs related to the School.
Must have three to five years of event management experience
Must have project management experience
Must be able to work a flexible schedule that includes evenings and weekend work as necessitated by events schedule.
Bachelor’s degree required
Proven negotiation, interpersonal and communication skills, and a strong commitment to customer service, required
Proficiency in Word, Excel, PowerPoint, FileMaker Pro or other database management, and electronic calendaring.
Excellent judgment, 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.
Interested candidates should upload a cover letter and resume in the Harvard Employment ASPIRE system at www.employment.harvard.edu and search on requisition #42526BR
NOTE: This position is overtime eligible and may require overtime hours
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