Staff Assistant - Human Nutrition Research Center on Aging

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

Job summary

The Friedman School of Nutrition Science and Policy at Tufts University’s HNRCA invites applications for a Staff Assistant. Under limited supervision, you will provide administrative support, organize files, schedule meetings and travel, draft and proofread reports and spreadsheets, and help track budgets and grants in accordance with ARS requirements.

You will serve as a primary department contact for internal and external customers, coordinate onboarding of new employees, prepare materials for

Qualifications

• High School Diploma or GED with 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, spreadsheets and databases.

Responsibilities

• Serves as the primary department contact for internal and external customers; communicates on behalf of lead scientist/manager to explain or disseminate information.
• Organizes and schedules appointments and meetings; coordinates travel arrangements and expense reports.
• Produces, proofsheets and edits complex reports and spreadsheets; tracks expenditures and manages department budgets and grants.
• Coordinates meetings or special events and assists with materials, content and design for brochures and the department website.

Skills

Administrative skills

Communication

Education

High School Diploma / GED

College degree

Tools

Microsoft Office

Word

Excel

PowerPoint

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.