Program Coordinator- Office of Multicultural Affairs

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

Job summary

The OMA Program Coordinator at Tufts University School of Medicine provides administrative, logistical, and operational support to the Office for Multicultural Affairs. Reporting to the OMA Program Manager, this role serves as the frontline organizer for office operations, meetings, and events in a fast-paced academic environment.

Key duties include managing calendars, organizing meetings and events, maintaining records, supporting student processes, and facilitating cross-unit communication.

Qualifications

• Associate's Degree required.
• 3 years of experience.
• Proficient with Microsoft programs, Qualtrics and Outlook.
• Professional demeanor and discretion.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication.
• Excellent organizational skills and attention to detail.

Responsibilities

• Provide administrative coordination in support of the Program Manager and Deans.
• Manage complex calendars and meeting logistics.
• Coordinate Global Health and CBIs meetings.
• Prepare agendas, distribute materials, record minutes, and track action items.
• Maintain records, respond to inquiries, and support student processes.
• Coordinate room reservations, catering, vendor payments, and on-site events.

Skills

Microsoft Office suite

Qualtrics

Outlook

Communication skills

Organization

Education

Associate's Degree

Bachelor's Degree

Tools

Microsoft Office

Qualtrics

Outlook

Job description

Overview

The mission of the Office of Multicultural Affairs (OMA) is to promote the knowledge, attitude and skills for students, faculty and staff to achieve inclusive excellence and a sense of belonging at the School of Medicine. The OMA manages and oversees the execution and support of several distinct programs, stakeholder groups/task forces/committees and events that support the mission of the medical school and Tufts University.

What You'll Do

The OMA Program Coordinator provides comprehensive administrative, logistical, and operational support to the Office for Multicultural Affairs. Reporting to the OMA Program Manager, this role serves as the frontline coordinator for office operations, program logistics, committee support, and event execution. The Program Coordinator ensures the efficient day-to-day functioning of OMA programs and activities by managing calendars, coordinating meetings and events, maintaining records and systems, supporting student-facing processes, and facilitating communication across stakeholders. This role does not include supervisory or strategic management responsibilities but plays a critical executional role in supporting the Program Manager's oversight of all OMA and Global Health initiatives. The position requires strong organizational skills, discretion in handling confidential information, attention to detail, and the ability to manage multiple concurrent priorities in a fast-paced academic environment.

• Executive & Committee Support
  Provides high-level administrative coordination in support of the OMA Program Manager and OMA Deans.
  Manages complex calendars, scheduling requests, and meeting logistics
  Coordinates Global Health and Committee on Belonging and Inclusion (CBI) meetings and other OMA-related committees
  Prepares agendas, distributes materials, records minutes, and tracks action items
  Manages correspondence and monitors shared inboxes
  Exercises discretion in handling confidential and sensitive information
  Serves as administrative liaison with internal offices (Dean's Office, Provost, Admissions, Advancement, etc.)
  Reconciliation of Global Health Lead Faculty leads travel costs
• Program & Student-Facing Administrative Support
  Provides operational support across OMA and Global Health programs under the direction of the Program Manager.
  Supports application processing, tracking systems, and documentation
  Assists with selection committee logistics and communication of program decisions
  Coordinates student onboarding, registration, and scheduling
  Maintains program tracking spreadsheets and documentation
  Administers surveys and evaluations (e.g., via Qualtrics) and prepares summary reports
  Assists with away rotation logistics and student program experiences
  Responds to general student inquiries and directs matters to the Program Manager as appropriate
• Event & Logistics Coordination
  Serves as the primary logistical coordinator for OMA and Global Health events.
  Coordinates room reservations, catering, security, IT, custodial services, and speaker logistics
  Prepares invitations and manages RSVP tracking
  Supports travel arrangements, reimbursements, insurance documentation, and vendor payments
  Provides on-site event support, including orientation sessions, speaker events, pathway program activities, and graduation-related events
  Assists with faculty development sessions and outreach programming
• Administrative Infrastructure & Systems Management
  Maintains organized shared drives, digital files, and compliance documentation
  Tracks grant disbursements, invoices, and payment processing
  Monitors operational workflows and flags issues to the Program Manager
  Updates and maintains OMA and Global Health webpages and digital content
  Ensures accurate documentation of program materials and communications
• General Office & Operational Support
  Maintains office supplies and coordinates general office needs
  Supports special projects as assigned by the Program Manager
  Assists with preparation of materials for reports, presentations, and donor communications

What We're Looking For

Basic Requirements:

Knowledge and experience typically acquired by:

• Associate's Degree
• 3 years
• Works proficiently with several Microsoft programs, Qualtrics, and Outlook Applications;
• Exhibits a high degree of professionalism.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Excellent written and verbal communication skills.

Preferred Qualifications:

• Bachelor's Degree
• Experience in higher education or academic medicine
• Experience supporting committees and executive leadership
• Familiarity with event planning and logistics coordination
• Comfort using AI-enabled tools to improve workflow efficiency
• Strong customer service orientation

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.