Administrative Assistant to the Dean - The Fletcher School

The Friedman School of Nutrition Science and Policy; Medford (MA); On-site; USD 38,000 - 53,000; Full time

Job summary

The Fletcher School at Tufts University seeks an Administrative Assistant to the Dean to provide high-level support to the Dean's Office. You will manage calendars, coordinate travel, plan meetings, and handle confidential communications with discretion.

This role involves budget tracking, data preparation, and acting as a courteous primary contact for both internal and external stakeholders.

Qualifications

• Knowledge and experience typically acquired by:
• Requires advanced knowledge of Microsoft Office suite including word processing, editing and graphics functions, spreadsheet and database knowledge.
• In addition, bookkeeping or basic accounting knowledge and excellent organizational and interpersonal skills.

Responsibilities

• Provide advanced administrative support for the Dean's Office, including scheduling meetings and booking travel.
• Oversee daily operation of office; track status on ongoing matters and follow up as required.
• Evaluate workflow and reallocate resources to meet office needs and customer service.
• Oversee and evaluate office automation and information technology needs.
• Triages phone calls and prioritizes e-mail.
• Searches and resolves customer problems and concerns.
• Prepare, facilitates and manages highly confidential communications and information.
• Plan dates, invitations, venue, materials, and on-site setup for meetings and events.
• Monitor department budget, expenditures, and reporting.

Skills

Microsoft Office

Organizational skills

Interpersonal skills

Bookkeeping knowledge

Education

Bachelor's degree

High School Diploma / GED

Tools

Microsoft Office Suite

Job description

Overview

The Fletcher School at Tufts University, founded in 1933, is a premier graduate school of global affairs, offering interdisciplinary study, research, and practice of international affairs, law, and business. Emphasizing experiential learning, Fletcher’s impact is exemplified by its global network of more than 11,000 alumni in 148 countries. With a mission to educate leaders and advance solutions through government, business, and civil society, Fletcher works at the intersection of the most complex global challenges in a constantly evolving and interconnected world. Fletcher’s Communications, Public Relations, and Marketing department is responsible for building and promoting Fletcher’s brand, informing and engaging its community, and marketing the school’s offerings.

What You'll Do

Under minimal supervision, the Administrative Assistant to the Dean provides advanced administrative support and communications for the department. They will handle complex and confidential situations and requests and serve in a highly visible capacity representing the Dean's office. They will oversee daily operation of office, evaluating workflow and productivity and providing support, direction, and guidance to fellow staff. Provides administrative support such as managing calendars, room reservations, and providing general office and meeting support. Oversees travel arrangements, travel reimbursement processing, event planning and scheduling. Responsible for greeting visitors, answering incoming calls and emails. Monitors Supports the monitoring of department budget including tracking expenditures, troubleshooting problems, and preparing reports. and assisting with event coordination.

Provides advanced administrative support and oversees office operations:

• Provides advanced level administrative support for the Dean’s Office, including scheduling meetings and booking travel for the Dean and Executive Associate Dean.
• 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.
• Oversees and evaluates office automation and information technology needs.

Serves as a primary department contact for customers:

• Serves in a highly visible capacity as a resource for frequent interactions with internal and external customers; communicates on behalf of managers to disseminate information.
• Triages phone calls and prioritizes e-mail.
• Researches and resolves customer problems and concerns.
• Prepares, facilitates and manages highly confidential communications and information.

Produces and drafts reports and other complex documents and 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:

• 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.

Coordinates department budget and/or grants:

• Assists with budget tracking.
• Monitors department spending and resolves problems.
• Assists with long term planning and expenditures.

What We're Looking For

Basic Requirements

Knowledge and experience typically acquired by:

• High School Diploma /GED and5-7 years of administrative experience OR a 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.
• In addition, bookkeeping or basic accounting knowledge and excellent organizational and interpersonal skills.

Pay Range

Minimum $27.85, Midpoint $33.15, Maximum $38.50

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.