Operations Coordinator

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Graduate School of Design?

The Harvard University Graduate School of Design (GSD) educates leaders in design, research, and scholarship to make a resilient, just, and beautiful world. The GSD offers an unparalleled setting for interaction through the combination of disciplines—architecture, landscape architecture, urban planning and design, design engineering, real estate and housing—with an emerging research program and a robust public program of lectures and exhibition.

Job Summary:

The Harvard Graduate School of Design (GSD) educates design, research, and scholarship leaders to make a resilient, just, and beautiful world. The GSD offers degree programs across a range of design disciplines—architecture, landscape architecture, urban planning, urban design, design engineering, and real estate—as well as advanced research programs that cut across these disciplines and a robust public program of lectures, exhibitions, and publications. The immense variety of people, programs, and ideas at the school sustains a vibrant and rich environment for learning, inquiry, and collaboration, unlike any other design school. For more information about Harvard GSD see: https://www.gsd.harvard.edu/.

Facilities and Campus Operations at the GSD strive to support the pedagogy of all those who connect with the campus. We go beyond maintaining an immaculate, safe, and sustainable environment by ever adapting to prepare the learning environments of the future. We offer open communication to proactively promote the comfort and productivity of faculty, students, staff, and visitors alike, continually improving our services and resources for the utmost customer satisfaction.

Job-Specific Responsibilities:

Under the direction of the Associate Director for Facilities and Campus Operations, the Campus Operations Coordinator will have duties and responsibilities including, but not limited to, the following:

• Responsible for working as part of the front-line customer service team for the GSD Facilities and Campus Operations team.
• Act as a point of contact for space and resource management. Coordinates the monitoring and processing of GSD Campus space scheduling requests, via the Event Management System (EMS) software application. Generates room reservation reports on a daily and ad-hoc basis.
• Act as primary Facilities and Campus Operations contact with the GSD Community for  coordination of services related to classes, workshops, and studio reviews.
• Assists staff, faculty, and student organizations in event planning and execution in related to support services provided by GSD Facilities and Campus Operations. Work collaboratively with internal and external service providers. Coordinate and communicate up-to-date and accurate information on events to all service providers.
• Communicates campus-wide policies and guidelines relative to the use of space, events, and services on campus to all internal and external inquiries.
• Communicates and ensures adherence to all local and state regulations about the use of campus facilities and the events that take place in them.
• Manage the condition of all classroom and event spaces by conducting inspections, assigning preventive maintenance project, and forecasting operating projects.
• Communicates daily with Custodial, Security, and Facilities Management teams on space scheduling, support services and resource allocation related to classroom and event support for the GSD community.
• Actively manages and maintains, Event Management Software (EMS) and Social Tables Event Diagramming application. Maintains vendor relationship and management of necessary upgrades, communication, standard, and policies as associated with these tools.
• Serves as web editor for Facilities and Campus Operations web page on local GSD intranet.
• Ability and willingness to work some evenings and weekends, over-time pay eligible.
• Other duties and responsibilities may be assigned after reviewing with candidate.
• Assist with scheduling and coordinating summer faculty office moves.

SUPERVISORY RESPONSIBILITIES:

• Assists with hiring, training, scheduling, and supervising:
  • Full-time 6-month term worker in Co-op program, July – December and January - June
  • Part-time Harvard student workers in Academic Year

Working Conditions:

• This position will be based in Cambridge, MA. The work is mainly performed in an office setting. Flexible work options for this role will be discussed during the interview process.  
• Candidates must have employment authorization to work in the US, and we regret that we cannot sponsor a VISA.
• Candidates who do not live within commuting distance of our Cambridge, Massachusetts campus should indicate on their resumes whether they are “willing to relocate,” as this position requires a regular on-campus presence. 

Physical Requirements:

Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Walking throughout buildings on routine tours of classrooms and facilities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Please note that to be considered for this position, a cover letter and resume are required with the submission of your application.

Basic Qualifications:

• HS Diploma required
• 3+ years of related experience required; a combination of education and experience may be considered
• Demonstrated ability to manage multiple responsibilities and deadlines in a fast-paced and demanding work environment, while exercising a degree of diplomacy, discretion, and creative problem-solving.
• Strong computer skills including advanced knowledge of MS Office Suite, Outlook and campus calendaring, event management, and room scheduling software.

Additional Qualifications and Skills:

• Bachelor's degree preferred.
• Must be highly motivated and energetic; demonstrate a high degree of judgement; have a commitment to quality, high expectations, and excellent customer service.
• Handle multiple tasks with precision; take initiative; and work independently, while at the same time always being mindful of the need to be a team player.
• Ability to organize, conceptualize, and prioritize objectives and communicate GSD policies & procedures.
• Excellent interpersonal skills and demonstrated ability to build positive relations with a diverse constituent base.
• Excellent organizational skills and communication skills.
• A demonstrated commitment to teamwork and inclusiveness.

• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

SALARY INFORMATION: 

• The specific annualized hiring range for this position will be $61,894 - $70,000.
• Salary ranges within each pay grade are based on qualifications, skills, experience, equity in comparison to similar positions, and external market values. Salary ranges allow for differences among positions within the same grade as well as increasing levels of responsibility and performance within the same job. For more information regarding salary ranges at Harvard, please see: https://hr.harvard.edu/salary-ranges 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• 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 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.