Administrative Coordinator - Chemistry

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

Job summary

Tufts University's Department of Chemistry is seeking an Administrative Coordinator to provide advanced administrative support for undergraduate and graduate programs. You will handle confidential matters, assist with advising, manage applications, and support department operations.

The role involves producing complex documents, coordinating meetings, and overseeing data and reporting processes. You will train staff, support events, and contribute to the alumni program.

Qualifications

• High School /GED and 5+ years of related experience are required.
• Advanced knowledge of Microsoft Office Suite is required.
• Ability to monitor financial transactions and maintain strong organizational and interpersonal skills.

Responsibilities

• Serve as primary resource for policies and procedures; advise undergrad students and manage undergraduate research applications and lab matching.
• Produce and edit complex documents, reports, spreadsheets and presentation materials; prepare meeting agendas and minutes.
• Oversee daily department operations, evaluate workflow and ensure services meet needs of faculty, staff and students.
• Audit data and generate reports; collaborate with faculty program directors to manage alumni programs.
• Coordinate plans and logistics for projects and large events; handle marketing, publicity and coordination with venues.
• Train new staff and temporary workers; provide guidance and perform other duties as needed.

Skills

Strong organizational skills

Interpersonal skills

5+ years of related experience

Education

High School / GED

College degree

Tools

Microsoft Office Suite

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.