Administrative/Department Coordinator

ALTEN; Boston (MA); On-site; USD 55,000 - 65,000; Full time

Job summary

ALTEN seeks an Administrative/Department Coordinator in Boston to lead AGE residencies, support the Department Chair, and manage diverse admin duties. You will oversee budgeting, vendor coordination, and course setup, liaising with registrar offices and the grants team to ensure timely activities.

The role involves calendar management, travel arrangements, and event planning, with a focus on inclusivity and collaboration across departments within the School of Dentistry and Advanced Graduate

Qualifications

• Strong interpersonal communication and proofreading skills.
• Excellent writing and editing abilities.
• Strong organizational abilities and proactiveness.
• Previous university experience preferred.

Responsibilities

• Lead and coordinate AGE residencies based in the department.
• Support the DA and Chair with department admin duties.
• Organize administrative systems and serve as AGE residency contact.
• Negotiate with hotels, caterers, vendors within a set budget.
• Monitor grants and budgets; provide research and analysis.
• Assist in pre-award submissions and post-award setup.
• Coordinate AGE courses with Registrar and Dental Education offices.
• Provide administrative support to AGE residents and faculty.
• Manage calendar for the Chair; arrange travel and financial processing.
• Plan department events and special projects; promote inclusivity.

Skills

Interpersonal communication

Writing & proofreading

Organizational skills

Proactiveness

Job description

Title: Administrative/Department Coordinator

Location: 188 Longwood Ave Boston, MA 02115

Duration: Contract role with a potential to become full time employment

• Previous ***** University experience strongly preferred
• Strong interpersonal communication (including good writing and proofreading skills)
• Strong organizational abilities, proactiveness

Job Summary

• Coordinates, and has the lead, direct, and daily responsibility for all Advanced Graduate Education (AGE) residencies based in department.
• Lends daily support to the DA and Chair with department level administrative duties as needed.
• Organizes and implements administrative systems and procedures, performing necessary support duties; Serves as principal AGE residency administrative contact and liaison with departmental or program constituents and other universities or collaborators.
• Negotiates with hotels, caterers and vendors, makes recommendations for food and activities for participants, managing to a pre-assigned event/function budget; classroom, AV and other facilities on behalf of the department or program;
• Monitors budget(s) including grants, maintains financial documentation, provides information, research, statistics, and analysis in collaboration with the DA and Chair. Makes decisions on expenditures and monitors towards a defined budget;
• Manages and helps prepare pre-award grant submissions for faculty Principal Investigators (PIs). Acts as the support liaison between the DA, the PI, and the grants team to ensure all documents are completed as required and in a timely fashion. Works with faculty on managing grant and gift awards, monitors spending throughout the year, and collaborates with the grants team in Administration and Finance on post-award set up and grant management.
• Coordinates with the Offices of the Registrar and Dental Education to ensure all applicable AGE courses are set up properly and in a timely manner.
• Lends administrative support to all new and current AGE residents based under the Department. Partners with other departments throughout the School to complete responsibilities related to the Department and AGE programs.
• Keeps current on trends, compliance issues, regulations, and guidelines regarding subject matter; advises appropriate community members accordingly.
• Provides support to department faculty including but not limited to scheduling courses, guest lectures, room reservations. Additional responsibilities include but are not limited to:
• Calendar management for the Chair.
• Travel arrangements and financial processing for faculty and residents.
• CE course support
• Planning and managing departmental or program events and managing various faculty or resident special projects, as needed.
• Contributes to a culture of inclusivity and respect.
• Performs other related duties as assigned or requested.