Administrative Coordinator - Engineering

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

Job summary

The Tufts University School of Engineering, located in Medford, MA, seeks an experienced administrative professional to support multiple departments with confidential operations. You will assist with purchasing, financial reconciliation, and event/travel coordination, while handling complex scheduling and records management.

The role includes preparing documents, managing vendor invoices, and contributing to capstone programs.

Qualifications

• Bachelor's degree not always required; five years of related experience acceptable.
• Proficiency with Microsoft Office and university financial systems.
• Strong organizational and communication skills essential.

Responsibilities

• Provide advanced administrative support for multiple departments within Tufts School of Engineering.
• Assist with purchasing, financial reconciliation, and expense reporting.
• Coordinate events, travel, and capstone activities; manage calendars and meetings.
• Prepare and edit complex documents and reports; maintain databases and file systems.
• Train and mentor student workers and temporary staff; support HR/payroll tasks as needed.

Skills

Microsoft Office

Customer service

Scheduling

Financial reconciliation

Communication

Education

High School diploma or GED

Bachelor's degree preferred

Tools

MS Office Suite

University financial systems

Job description

Overview

The Tufts University School of Engineering, founded in 1898 and located on the university's main campus in Medford, Massachusetts, is one of ten schools that comprise Tufts University. The School offers sixteen undergraduate degree programs and MS and PhD programs across six academic departments-Biomedical Engineering; Chemical and Biological Engineering; Civil and Environmental Engineering; Computer Science; Electrical and Computer Engineering; and Mechanical Engineering-as well as the Tufts Gordon Institute. With more than 800 undergraduate and 600 graduate students and over 100 faculty members, the School is home to a vibrant research community and several interdisciplinary centers and institutes, including the Center for Engineering Education and Outreach (CEEO), the Tufts Institute for Artificial Intelligence, and the Center for Applied Brain and Cognitive Sciences (CABCS). Its mission is to educate students committed to the innovative and ethical application of science and technology, and to advance research that benefits society. The School of Engineering is part of the Faculty of Arts, Sciences, and Engineering (AS&E) and shares key administrative functions with the School of Arts and Sciences.

What You'll Do

Under limited supervision, provides advanced administrative support and coordinates operations for multiple academic departments within the Tufts School of Engineering on a rotating or as-needed basis. Handles confidential situations, resolves escalated problems, and serves as a primary resource for students, faculty, and staff across assigned units. Assists with purchasing and financial reconciliation, event and travel coordination, scheduling, records management, and general office operations. Works under the direction of the designated administrator or supervisor within each assigned department and may be redeployed on a semester or project basis to address staffing gaps, peak workload periods, or special initiatives such as faculty searches and capstone programs. May also provide occasional support to affiliated centers and institutes. Adapts priorities and workflows to meet the varying needs of each department, ensuring continuity of administrative services during periods of increased demand or staffing transition.

• Serves as a highly visible administrative resource across assigned academic departments; explains and enforces department policies and procedures; researches and resolves escalated problems or concerns and may communicate on behalf of department administrators. Acts as a point of contact for students, faculty, staff, and external constituents across multiple units.
• Coordinates purchasing and financial reconciliation across assigned departments; processes course materials orders, lab and faculty supply requests, and vendor invoices; reconciles Pcards and expense reports; uploads receipts and tracks expenditures. Monitors and tracks expenditures, researches and resolves problems, prepares financial reports, and works with department leadership as needed.
• Coordinates event and travel logistics for assigned departments, including capstone courses, faculty and PhD student seminar travel, faculty search processes, and other academic programming. Handles communication with speakers, coordination of venues, and tracks project timelines and deliverables.
• Coordinates multiple faculty and staff calendars; schedules complex meetings and logistics that may include external groups and constituents. Supports administrative coverage at departmental office locations to maintain an administrative presence across building sites.
• Produces and edits complex documents, reports, spreadsheets, and materials for presentations; responds to correspondence; prepares meeting agendas and minutes. Oversees databases and file systems; audits data and compiles reports as needed by department leadership.
• Oversees daily operations within each assigned department; evaluates workflow, productivity, and customer service. Oversees services from university departments to ensure technology, facilities, procurement, and other needs are met. Coordinates shared or cross-departmental resources as needed.
• Provides general administrative and operational support to each assigned department based on current needs; adapts workflows and priorities as directed by the supervising administrator. May support faculty searches, accreditation activities, or other special projects as assigned.
• Trains new support staff, student workers, and temporary help across assigned departments. May provide direction, guidance,and feedback on work performance. Prepares and monitors human resources and payroll transactions as needed.
• Performs other duties as needed.

What We're Looking For

Basic Requirements:

Knowledge and experience typically acquired by:

• High School/GED
• Five years related experience; college degree may serve as substitute for some years of experience
• Working to advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook); ability to learn university financial and administrative systems (e.g., purchasing, expense reporting, and scheduling platforms).
• Ability to process and monitor financial transactions including purchasing, invoice payment, Pcard reconciliation, and receipt management across multiple department accounts.
• Strong organizational, interpersonal, and customer service skills; ability to work effectively with faculty, staff, and students across multiple departments with varying priorities and communication styles. Ability to manage competing priorities and adapt quickly to the needs of different departments and work environments.

Preferred Qualifications:

• College degree strongly preferred
• A bachelor's degree is strongly preferred and may substitute for years of experience. Strong attention to detail and the ability to maintain accurate records and follow through on tasks independently across a non-static, multi-department work assignment.

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.