Overview
The Trustees Office provides administrative and planning support to the University's Board of Trustees, the Chairman, and board leaders. The office also collaborates closely with the Office of the President and other senior administrative offices on matters of board policy, planning, and implementation of board actions. The University Commencement Office plans and organizes the all-university commencement ceremony, and coordinates with the departments, schools and programs for numerous diploma and degree ceremonies. Provides logistical support for services and operational needs over commencement/alumni weekend and offers protocol direction for inauguration and other university convocations as needed.
What You'll Do
This role is part time (benefit eligible) this role is 21 hours per week
The Commencement Coordinator plans commencement and inauguration activities for Tufts University. Works directly with the Director of University Commencement (Commencement Marshal), and a university-wide Commencement Committee of approximately 30 members to ensure that all aspects of the Commencement weekend ceremonies and other university activities are effectively integrated. Maintains website for all-university, and for the schools of Arts and Sciences and Engineering commencement information. Edits and produces the script for the all-university ceremony. Develops and implements a communication plan with University Communications and Marketing, Dean of Students, and school communications teams that incorporates online, print, advertisements, social media and direct mail strategies to promote awareness of the commencement weekend activities. Provides guidance for logistical planning for AS&E department ceremonies and other services and ceremonies. Provides guidance and guidelines on ceremony scripting and protocol to academic departments and all schools. Coordinates and oversees planning for the all-university platform party and special guests at other ceremonies. Supervises ordering of academic regalia. Monitors finances of the Commencement accounts. Submits payroll for staff and students who work on Commencement weekend. Staffs the University Commencement information phone line and email account. Responds expeditiously and accurately to all correspondence regarding commencement and related events. Screens and advises on all requests for special needs accommodations. Hires sign language interpreters for ceremonies as needed. Edits content for the commencement program and other ancillary materials. Coordinates and staffs “graduation fair”. As required, provides planning and logistical support for other university-wide events, such as inaugurations. Organizes robing for trustees and others participating in matriculation and delegates representing Tufts at inaugurations at other institutions. Supports the Board of Trustees Honorary Degree Committee: prepares materials for and attends Honorary Degree Committee meetings three times during the year. Generates solicitation of nominations for honorary degrees from the Tufts community, researches nominee backgrounds and stewards due diligence reviews.
Hours may increase in March, April and May as we approach commencement.
What We're Looking For
Basic Requirements:
• Years of related experience required: 3-5 years preferred
• Required education: Bachelor’s Degree
• Special licenses required: none
• Required computer/technical skills: Word, Excel, Access, Outlook, Thinwire 2.0 (website editing software)
• Writing and communication skills
Preferred Qualifications:
• Significant experience in planning large-scale events;
• Excellent writing and communication skills;
• Must be able to work with a wide range of staff and vendors/contractors;
• Ability to negotiate and mediate difficult situations;
• Ability to handle detailed work and multiple concurrent deadlines;
• Understanding of social and academic protocol as well as higher education organizational structure and hierarchy.
