Administrative Coordinator - Dean's Office

Overview

Tufts' largest school, the School of Arts and Sciences, is committed to intellectual and artistic engagement through a liberal arts and sciences tradition that prepares our students for a lifetime of learning. Along with its robust undergraduate programs, the School of Arts and Sciences also includes graduate and professional programs through the Graduate School of Arts and Sciences (GSAS) as well as both undergraduate and graduate studio art programs through the School of the Museum of Fine Arts at Tufts University (SMFA at Tufts). The Arts and Sciences’ Dean's Office oversees the school's departments and programs, the teaching and research enterprises, student services and administrative units, and facilities within these schools, which span two campuses.Sitting within this office, the Executive Administrative Dean's Office is responsible for the overall administrative functions of the School of Arts of Sciences, SMFA at Tufts, GSAS, and the AS&E Shared Division (with the School of Engineering). Functions of the EAD’s office for the four units represented above include financial oversight and strategic planning, resource allocation, human resource management, and facility management and planning.

What You'll Do

This is a one-year limited-term position with the opportunity for renewal based on performance and business needs. This position will have time allocated to various A&S departments as needed, to cover for department vacancies, assist with department specific programs and projects, or projects within the Dean's Office. Under minimal supervision, the Administrative Coordinator provides advanced administrative support and communications for A&S departments. They will handle complex and confidential situations and requests and serve in a highly visible capacity as resource for department with students, staff, faculty and other constituents. They will assist with daily operation of office(s), helping to coordinate workflow and productivity and providing high level support to department constituents. Produces and drafts reports and other complex documents and materials, including proofreading and editing, designing layout and graphics for brochures, presentations and social media. Coordinates department budget to include monitoring, processing and tracking expenditures, troubleshooting problems and preparing reports. Will also gather data, conduct research and draft reports, summaries or material for presentation. They will plan and coordinate meetings and special events, including contacting speakers, designing promotional material and coordinating support for speakers and presenters. May also coordinate programs and/or projects for department(s), as needed.

• Provides advanced administrative support and oversees office operations:
  • Provides advanced level administrative support for department
  • Oversees daily operation of office; track status on ongoing matters and follow up as required
  • Evaluates workflow and reallocates resources and/or redesigns processes to meet office needs and customer service
  • May process employment actions including hire, separation, and change transactions.
  • Oversees and evaluates office automation and information technology needs
  • Schedules appointments and maintains a complex calendar
  • May assist with faculty searches and provide information for faculty contracts, pay changes, etc
• Serves as primary department contact for customers:
  • Serves in a highly visible capacity as resource for department including frequent interactions with internal and external customers; communicates on behalf of Department Chair or managers to explain or disseminate information
  • Triages phone calls and prioritizes mail; briefs faculty or managers on issues needing immediate attention
  • Explains and enforces department policies and procedures
  • Researches and resolves customer problems and concerns
  • Escalates emergencies, and other time sensitive issues
  • Prepares, facilitates and manages highly confidential communications and information
• Produces and drafts reports and other complex documents and materials:
  • Prepares and drafts letters, memos, reports, syllabi, brochures, newsletters and other material for department
  • Proofreads and edits documents
  • Designs graphics and layout for brochures, presentations and other materials
  • Gathers data, conducts research and organizes information
  • Creates and maintains spreadsheets and databases and prepares reports, tables and charts.
  • Drafts reports or summaries on specific subject areas
• Plans and coordinates Meetings or Special Events:
  • Assist in planning events including identifying topics, activities and/or speakers
  • Plans dates, design invitations, determines venue, coordinates materials, audio visual or other set-up needs
  • Contact speakers or presenters, arranges for payment or honorarium
  • Assists with plans for marketing and publicity
  • Coordinates logistics on-site during event or program
• Program or Project Coordination:
  • Coordinates and serves on committees including collecting agenda items, preparing and disseminating agendas, preparing minutes
  • Tracks and follows up on action items for committees or project members
  • Develops and tracks database of students, study participants or other constituents
  • Drafts program materials or brochures
  • Updates web information and drafts content for posting
  • Troubleshoots problems: refers complex questions or concerns to the correct individual
• Coordinates department budget and/or grants:
  • Assists with budget development
  • Oversees department spending and resolves problems
  • Prepares monthly reports and analysis and makes projections
  • Assists with long term planning and expenditures
  • Works with school or division budget officer and finance division

What We're Looking For

Basic Requirements: Knowledge and experience typically acquired by:

• High School Diploma /GED and 5+ years of administrative experience OR Bachelor's Degree and 3+ years of experience
• Requires advanced knowledge of Microsoft Office suite including word processing, editing and graphics functions, spreadsheet and database knowledge
• Bookkeeping or basic accounting knowledge
• Excellent organizational and interpersonal skills

Special Work Schedule Requirements:

This is a hybrid role expected to be in person for much of the time that it is providing coverage for departments. There is the possibility for additional remote flexibility during summer and winter breaks, and depending on coverage needs.

Salary Range

Minimum $27.85, Midpoint $33.15, Maximum $38.50