Staff Assistant - Human Nutrition Research Center on Aging

Tufts University; Boston (MA); On-site; USD 32,000 - 44,000; Full time

Job summary

Tufts University's Jean Mayer USDA HNRCA is seeking a Staff Assistant to provide comprehensive administrative support, coordinate meetings and travel, and assist with budget and grant documentation under limited supervision.

The role serves as a primary contact for customers, organizes files, supports onboarding, and assists with content and design of department communications. Proficiency in Microsoft Office is required.

Qualifications

• Proficiency in standard office software and general administrative tasks.
• Ability to manage multiple tasks, set priorities, and meet deadlines.

Responsibilities

• Organizes and schedules appointments and meetings.
• Coordinates travel arrangements and prepares complex documents and reports.
• Assists with budget monitoring, expense reports, and grant-related paperwork.
• Acts as a primary contact for internal/external customers and supports onboarding and office operations.

Skills

Communication

Organization

Customer service

Education

High School Diploma / GED

Bachelor's degree

Tools

Microsoft Office

Job description

Overview

The mission of the Jean Mayer USDA Human Nutrition Research Center on Aging at Tufts University (HNRCA) is to promote healthy aging through nutrition science to empower people seeking to enjoy long, active, and independent lives. HNRCA investigators conduct the world's most advanced studies on nutrition and aging. The research focuses on determining the nutrient and physical activity requirements necessary to promote well-being for older adults. HNRCA scientists examine how nutrition and physical activity play a major role in the prevention of the major chronic degenerative conditions and diseases associated with aging.

What You'll Do

This is a grant funded position and is not eligible for severance pay.

Under limited supervision, the Staff Assistant performs complex and diverse duties for the department and serves as a source of information and problem-solving for students, investigators, staff and other constituents. They will provide general guidance and explanation of departmental policies and procedures and may communicate on behalf of manager(s) to explain or disseminate information. The Staff Assistant will also provide administrative support including organizing files systems for office, coordinating meetings and travel arrangements, as well as producing, proofreading and editing complex reports, documents and spreadsheets. Submits information on scientific manuscripts according to ARS requirements. Monitors, tracks expenditures, resolves problems and reports on department budget and/or grants. They will coordinate planning and logistics for meetings and special events including tracking responses, working with speakers on materials and set up. May also coordinate department projects or programs, which may entail assisting with development of materials and brochures, updating web information and assisting with content and design.

• Serves as primary department contact for customers:
  • Serves as primary department contact and resource for internal and external customers; may communicate on behalf of lead scientist/manager(s) to explain or disseminate information
  • Works with scientific staff to submit manuscripts and publications for approval
  • Coordinates on-boarding of new employees
  • Provides general guidance and explanation of departmental policies and procedures
  • Researches and resolves customer problems and concerns; recommends enhancements to improve department and customer service
  • May handle confidential or sensitive information
• Provides administrative support and coordinates office operations:
  • Organizes and schedules appointments and meetings
  • Evaluates and organizes file systems for department
  • Orders and maintains office supplies, works with Tufts Procurement team to purchase scientific equipment and supplies, works with vendors to maintain equipment and contracts
  • Completes expense reports, purchase orders, capital equipment approvals and requisitions
  • Coordinates sometimes complex travel arrangements
  • Screens, sorts and distributes mail; responds to routine email correspondence
  • May hire and train student and/or temporary workers and provide work direction to office staff
  • May process employment actions including hire, separation and change transactions
  • Recommends changes or enhancements to office operations
• Produces complex documents and spreadsheets:
  • May prepare and draft letters, memos, and other written materials for department
  • May proofread documents
  • Researches and organizes information to produce a variety of documents or reports for the department
  • May creates and maintains spreadsheets and databases and prepares reports, tables and charts
• Coordinates Meetings or Special Events:
  • Plans dates, coordinates invitations and tracks responses, determines venue, coordinates materials, audio-visual or other set-up needs
  • Works with and supports speakers or presenters, arranges for payment or honorarium
  • Assists with creation of marketing materials and publicity
  • Coordinates logistics on-site during event or program
• Program or Project Coordination:
  • Provides information and answers questions about department Programs or Projects
  • Assists with development of materials or brochures
  • Updates web information and drafts content for posting
  • Troubleshoots basic problems and refers more complex questions or concerns to the correct individual

What We're Looking For

Basic Requirements:

Knowledge and experience typically acquired by:

• High School Diploma /GED and 2-4 years of administrative experience OR a college degree with 1-3 years of administrative experience.
• Proficiency in Microsoft Office suite, including word processing, editing, graphics, spreadsheet and database knowledge.

Pay Range

Minimum $23.00, Midpoint $27.35, Maximum $31.70

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.