Administrative Coordinator - Department of Animal Resources

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

Job summary

The Division of Animal Resources (DAR) at the Cummings School of Veterinary Medicine, Tufts University, seeks an experienced administrative specialist to support the DAR Director and coordinate department operations in a fast-paced academic setting.

You will handle confidential matters, prepare complex documents, manage calendars, assist with payroll and HR transactions, monitor expenditures, and support communications, events, and data systems to enable teaching and research across multiple

Qualifications

• Supports DAR Director and coordinates department operations.
• Handles confidential situations and communicates on behalf of managers.
• Produces and edits complex documents and reports.
• Manages calendars and schedules complex meetings.
• Tracks expenditures and assists with projections.

Responsibilities

• Serves as a highly visible resource for internal and external constituents; explains/enforces department policies and procedures; researches and resolves escalated problems or concerns and may communicate on behalf of managers.
• Produces and edits complex documents, reports, spreadsheets and material for presentations. Responds to routine correspondence; prepares meeting agendas and minutes.
• Coordinates multiple calendars and schedules complex meetings and logistics that may include external groups/constituents.
• Oversees daily operations of department or business unit. Evaluates workflow, productivity and customer service.
• Oversees databases and file systems. Manipulates and audits data or requests data from other sources for reports for analysis.

Skills

Advanced Microsoft Office

Financial monitoring

Organizational skills

Interpersonal skills

5+ years experience

Education

High School / GED

College degree substitute

Tools

Microsoft Excel

Job description

Overview

The role of the Division of Animal Resources (DAR) is to facilitate research and teaching with animals at the Cummings School of Veterinary Medicine. The Tufts Farm, Teaching Animals and Laboratory Animal Medicine Service (LAMS) are integral units of the DAR. We maintain teaching and production herds of many common agricultural species including dairy heifers, horses, small ruminants, as well as several other lab animal species. In addition to providing an opportunity for hands‑on instruction and skill development of students in the professional DVM curriculum and many outside students. The Farm is also a faculty research resource. The Farm provides high quality animals for research, teaching and for market. The Laboratory Animal Medicine Service (LAMS) supports and facilitates research and teaching with animals at the Cummings School of Veterinary Medicine. To do this, LAMS develops and implements a high-quality program of animal care and use to enable the teaching and research activities of the school. This program is characterized by a high level of client service, strong veterinary expertise, effective technical service delivery, quality animal housing and care for many species, compliance with federal and state regulations and maintenance of AAALAC accreditation.

What You'll Do

Under limited supervision, provides advanced administrative support to DAR Director and coordinates operations for department or business unit. 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; explains/enforces department policies and procedures; researches and resolves escalated problems or concerns and may communicate on behalf of managers. May monitor and request updates to website and social media channels and work with marketing and communications team on communications projects and materials.
• Produces and edits complex documents, reports, spreadsheets and material for presentations. Responds to routine correspondence; prepares meeting agendas and minutes.
• Coordinates multiple calendars and schedules complex meetings and logistics that may include external groups/constituents.
• Oversees daily operations of department or business unit. 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.
• Coordinates plans and logistics for projects and larger scale events. Handles marketing and publicity, communication with speakers and coordination of venue. Tracks project timelines and deliverables.
• Monitors and tracks expenditures, researches and resolves problems, prepares reports, assists with assigned projections and works with department/unit leadership as needed. May assist with monitoring grants and contracts.
• Trains new support staff, students and temporary help. May provide direction, guidance and feedback on work performance. Prepares and monitors human resources and payroll transactions.
• Performs other duties as needed.

What We’re Looking For

Knowledge and experience typically acquired by:

• High School /GED
• College degree may serve as a substitute for some years of experience
• Related Experience 5+ years
• Advanced knowledge of Microsoft office suite.
• Ability to monitor financial transactions.
• Strong 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.