Program Coordinator, Executive Education

Harvard University • Cambridge, MA

3d • Hybrid

About The Position

The Harvard Graduate School of Design (GSD) educates leaders in design, research, and scholarship to contribute to a resilient, just, and beautiful world. The GSD offers degree programs across various design disciplines, advanced research programs, and a robust public program. The GSD's Office of Executive Education is seeking an experienced Program Coordinator to support its growing domestic and international executive programs, which are offered online and in-person throughout the year. This role is responsible for managing an assigned portfolio of executive education programs, overseeing all phases from planning, enrollment, customer service, program delivery, to post-program wrap-up and reconciliation. The Program Coordinator will provide exceptional customer service to faculty and participants, working closely with the Assistant Director and Director. Key duties include producing and managing program checklists and timelines, adhering to deadlines, and supporting departmental functions such as recruitment, communications, budgeting, and administration. The Director reserves the right to reassign the Program Coordinator to other programs as needed. This is a one-year term position with the possibility of extension.

Requirements

• HS Diploma or equivalent required with 5 years related experience including project management in a higher education setting.
• Excellent technical skills required including high proficiency with MS Office suite, Adobe Acrobat, survey software, and task management software.
• Proven ability to proof effective proposals, reports, and papers.
• Must be able to work overtime hours on evenings and weekends as required for program delivery.
• Strong interpersonal skills, including proven ability to interact well with faculty, staff, participants, alumni, industry leaders, and clients across cultures.
• Strong ability to communicate effectively, both verbally and in writing.
• Ability to manage multiple concurrent priorities and tasks.
• Flexibility, judgment, and ability to handle complex and confidential material with discretion.
• Ability to work under pressure while maintaining a positive attitude, manage multiple tasks simultaneously, work both independently and as a team member, take both direction and initiative in a deadline-oriented environment.
• Requires a flexible, adaptable team player with an eye for detail and skills to collaborate with multiple teams with shared accountability in fast-paced, high-energy, rapidly evolving environment.
• Customer focused, with proven ability to develop trusting working relationships.
• Strong comfort level with social media/networking tools, internet use, and website editing, content management.
• Ability to work effectively with a variety of constituents.
• Excellent judgment in problem solving skills on a consistent basis.

Nice To Haves

• Facility with Zoom breakouts, polling, and chat is a strong asset.
• Experience with social media, CRM databases, and knowledge of HTML is an asset.
• An educational and/or work background in design, architecture, and/or real estate is a plus.
• Familiarity with Harvard or previous experience in an academic environment is preferred.
• Ability and willingness to travel occasionally is a plus.

Responsibilities

• Communicates regularly with key program stakeholders including GSD Exec Ed team members, faculty and instructors. Serves as contact on assigned programs for participants, faculty, special guests and vendors.
• Maintains robust participant records. Acts as primary liaison from participants’ initial onboarding into the program to their receiving a certificate of completion.
• Supports program planning, innovation, and evaluation by building strong processes and workflows. Brings expertise in developing interactive sessions in collaboration with faculty, and excellent logistical planning to enable smoothly run exercises, discussion groups, etc. Maintains records of curriculum/content for the program to ensure program cohesion.
• Collaborates with team members to set program, enrollment, marketing schedules, and participant communication in accordance with established program timelines and best practices.
• Organizes and maintains physical inventory for programs.
• Organizes and maintains all program material production including program websites, readings, and assignments, digital and printed program materials, evaluations, etc.
• Arranges and coordinates all in-person program logistics including program space and special- event venue(s), media services, catering, signage, transportation, site visits, travel, and other program-specific activities. Communicates as assigned with hotels/venues, and vendors, makes recommendations for food and activities.
• Manages logistics and technology for online programs, e.g., on the Zoom platform.
• Manages program delivery activities from registration to closing; actively manages classroom and other program spaces, provides customer service support to faculty and participants on-site and online.
• Monitors assigned program budget(s).
• Prepares program evaluations and post-program debriefs.
• Manages course websites and course learning platforms, e.g., Canvas.
• Manages department’s provider accounts and participant attendance records with continuing education entities such as the American Institute of Architects (AIA), etc.
• Pulls data and creates reports as requested by GSD Exec Ed colleagues to present in use for planning and decision-making purposes.
• Collaborates with seasonal temporary staff, and possible student interns, ensuring satisfactory completion of assigned tasks, working closely with the Assistant Director or others in the department, who serves as supervisor for student/temporary staff.
• Prepares for and participates in program team meetings, regular all-staff meetings, and any organization meetings as needed.
• Proofreads and prepares presentations, routine correspondence, meeting minutes, and other materials requested by the Director, Assistant Director, faculty, or other team members.
• Other duties as required.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED