Public Programs Coordinator

SUMMARY:

Harvard University Graduate School of Design seeks an energetic, unflappable individual to take up the mantle of Public Programs Coordinator in the Department of Communications. The Communications Department handles public programming, publications (Harvard Design Press and Harvard Design Magazine), exhibitions, the GSD’s online presence, and public relations across the school. The Coordinator 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 Public Programs 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. Their key duties include event staffing; budget tracking; logistical coordination (incl. travel, catering, setups, audience and speaker inquiries); event-related outreach and social media communications; event webpage creation and maintenance; committee work; and providing guidance to GSD/Harvard partners about the event planning process, among other tasks. This is a service-oriented role that requires on-site event responsibilities and interaction with invited guests, vendors, and attendees. Quick thinking, adaptability, a confident demeanor, a generous spirit, and rigorous attention to detail are essential in this role. 

The ideal candidate will be creative and proactive: identifying opportunities to improve event operations and contribute to the lively community at the GSD through events.

The position is hybrid (in-person and remote). During the academic year, occasional evening and weekend hours are required.

TYPICAL DUTIES AND RESPONSIBILITIES: 

• Acts as primary on-site event staffer, ensuring events begin and end on time and that guests, hosts, and attendees are cared for. Other on-site duties include setting up signage, fielding participant inquiries, and general troubleshooting. Handles live social media posting during events. 

• Provides administrative, technical, and logistical support for the public programs series, such as: 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; and producing materials for events (e.g. placards, posters, place cards, etc.).

• Tracks all lecture-related expenses; works with Finance staff to process financial paperwork, payments, and honoraria. Participates in the budget forecasting and budgeting process each year. 

• Manages the communications needs of Public Programs, which includes creating, maintaining, reviewing, and updating relevant content for the GSD’s website, e-newsletters, and email marketing. Conducts research to develop new audiences. Drafts and sends weekly event announcements to GSD community. 

• Participates in or leads GSD-wide event-related committees. Provides event guidance to student groups, department staff & faculty, Harvard-wide partners, and related parties on the planning and execution of events and implementation of policies related to event planning at the GSD. 

• Performs general administrative duties (e.g., making and responding to phone calls; maintaining files and archives; entering and updating contact databases (such as Mailchimp).  

• Provides efficient and accurate customer service to internal staff members and external clients such as the Dean’s Office, faculty, donors and/or alumni, other departments with the GSD and the University, and the public. Responds to inquiries received by the outward-facing events email address and phone number.

• Tracks key data points from events to support analysis and feedback.

SUPERVISORY RESPONSIBILITIES:           

• There are no supervisory responsibilities associated with this position.

PHYSICAL DEMANDS:

• May require lifting, moving, and opening boxes of office supplies and event materials. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.