Administrative Coordinator - Chemistry

Tufts University; Medford (MA); On-site; USD 38,000 - 53,000; Full time

Job summary

Tufts University’s Department of Chemistry seeks an Administrative Coordinator to provide advanced administrative support for undergraduate and graduate programs under limited supervision. You will be the primary resource for students, faculty and staff, handle confidential situations, manage daily operations and databases, and prepare reports for ACS and partners.

The role includes coordinating events, handling marketing and publicity, and training new staff as needed.

Qualifications

• 5+ years of related administrative experience.
• Advanced knowledge of Microsoft Office Suite.
• Strong organizational and interpersonal skills.
• Ability to handle confidential situations.
• Experience supporting undergraduate and graduate programs.

Responsibilities

• Serve as highly visible resource for internal and external constituents on department policies and procedures; provide academic support and advising for undergraduates; manage undergraduate research applications and lab matching; be the department's first contact for students.
• Produce and edit complex documents, reports, spreadsheets and presentation materials; respond to routine correspondence; prepare meeting agendas and minutes; report for ACS and partners.
• Oversee daily department operations; evaluate workflow, productivity and customer service; coordinate with university services to meet needs (facilities, technology, procurement).
• Oversee databases and file systems; pull and audit data for reports; collaborate with faculty to create and manage alumni programs.
• Coordinate plans and logistics for projects and events; handle marketing and publicity; communicate with speakers and venues; track timelines and deliverables.
• Train new support staff and temporary help; provide direction and feedback on performance; perform other duties as needed.

Skills

Microsoft Office Suite

Administrative coordination

Interpersonal skills

Education

High School / GED

College degree may substitute for experience

Job description

Overview

The Department of Chemistry at Tufts University provides a supportive environment for undergraduate students, graduate students, and postdoctoral scholars to learn fundamentals, explore exciting topics in modern chemistry, and to participate in cutting-edge research. The Department of Chemistry has garnered world-wide recognition as a leader in teaching and research and we offer students the facilities and research opportunities of a top-tier research institution, while retaining the student-centered training focus of a smaller institution. Research in the department encompasses the traditional disciplines of organic, inorganic, physical, and analytical chemistry, but most research projects reflect the interdisciplinary nature of modern chemical research.

What You'll Do

Under limited supervision, the Administrative Coordinator provides advanced administrative support and coordinates operations for the department, as it relates to the Department of Chemistry's undergraduate and graduate programs. Handles confidential situations, resolves problems and serves as primary resource for students, faculty staff and other constituents.

• Serves as highly visible resource for internal and external constituents on department policies and procedures; Provides academic support, assistance with major and pre-major advising for undergraduate students; manage undergraduate research applications and lab matching for undergraduates; provide programmatic support and reports to faculty program directors; act as a dept first point of contact for students.
• Produces and edits complex documents, reports, spreadsheets and material for presentations. Responds to routine correspondence; prepares meeting agendas and minutes, and reports for ACS and other partners.
• Oversees daily operations of department. Evaluates workflow, productivity and customer service. Oversees services from university departments to ensure technology, facilities, procurement and other needs are met.
• Oversees databases and file systems. Manipulates and audits data or requests data from other sources for reports for analysis. Work closely with faculty academic program directors to create and manage and Chemistry alumni program.
• Coordinates plans and logistics for projects and larger scale events. Handles marketing and publicity, communication with speakers and coordination with venue. Tracks project timelines and deliverables.
• Trains new support staff, students and temporary help. May provide direction, guidance, feedback on work performance. Perform other duties as needed.

What We're Looking For

Basic Requirements

Knowledge and experience typically acquired by:

• High School /GED
• 5+ years of related experience
• Advanced knowledge of Microsoft Office Suite
• Ability to monitor financial transactions
• Strong organizational and interpersonal skills

Preferred Qualifications

• College degree may serve as a substitute for some years of experience

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.