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Administrative Coordinator - Engineering

Tufts University
Medford, USA
Full-time
Senior · 5+ years experience
Hybrid
USD 27.85-38.5 hourly / hour
Discovered 1 months ago

Full Job Posting

  • 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.
  • 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.
  • 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.

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