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Overview

The Department of Ambulatory Medicine and Theriogenology (DAMT) is the academic home for the Tufts Veterinary Field Service (TVFS) and we are currently hiring an Administrative Coordinator to join our team in Woodstock, CT!

The Tufts Veterinary Field Service is the largest mobile large animal practice in the Northeast. Our team of nine veterinarians at TVFS make approximately 4,800 farm calls per year, and tend to over 50,000 cows, 2,500 horses, 1,000 sheep, 1,500 goats, and 500 llamas or alpacas. DAMT promotes the health and well-being of farm and large companion animals through environmentally appropriate husbandry, and population based preventive medical practices and therapies.

What You'll Do

Under limited supervision, the Administrative Coordinator provides advanced administrative support and coordinates operations for the Ambulatory Medicine & Theriogenology department and Tufts Veterinary Field Service business unit.  The primary role of the Administrative Coordinator is to provide administrative support to the Department Chair, Department Manager, and to faculty members in the department for academic and student services and support the Chair and faculty in all teaching, research, and clinical functions of department.

As an Admin Coordinator you will:

• Serve as highly visible resource for internal and external constituents; explains/enforces department policies and procedures; researches and resolves escalated problems or concerns and may communicate on behalf of managers. May work with marketing and communications team on communications projects and materials.
• Handle confidential situations, resolves problems, and serves as primary resource for students, faculty staff and other constituents.
• Produce and edit complex documents, reports, spreadsheets, and material for presentations. Responds to routine correspondence; prepares meeting agendas and minutes.
• Coordinate multiple calendars and schedules complex meetings and logistics that may include external groups/constituents.
• Oversee databases and file systems. Manipulates and audits data or requests data from other sources for reports for analysis.
• Ensure department and clinic financials are reporting accurately across university software systems and clinic software, including use of PeopleSoft, Tableau and Impromed. Specifically, utilize Impromed for financial reporting of caseloads, revenue, accounts receivable and management of faculty academic schedule.
• Monitor and track expenditures, researches and resolves problems, prepares reports, assists with assigned projections, and works with department/unit leadership as needed. May assist with monitoring grants and contracts. Prepare and or approve travel and business reimbursements. Participate in fiscal year end close process.
• Support faculty academic activities including, but is not limited to: accurate and timely revision and production of course syllabi; creating and posting assignments, schedules, and other course requirements using Canvas and OASIS software; working closely with all course instructors during the creation of student assessments (exams and quizzes) using ExamSoft and Canvas software, including developing and editing question banks; assisting faculty with entering grades and evaluations; and ensuring consistency where possible in the way courses are organized and information is presented.
• Represent the department and school in a professional and welcoming fashion through effectively communicating with all customers (faculty, staff, students, and outside individuals) in a pleasant and efficient manner; learning new systems, software and processes as they evolve; demonstrating a strong knowledge of Microsoft Suite (Excel and Word), and comfort with computer skills in general; multi-tasking and prioritizing work while meeting deadlines in a busy environment; keen attention to detail; and accepting assignments from the department manager and/or chair as projects are identified.
• Process expense transfers, invoices, requisitions, reimbursements, honoraria, consultant contracts, vendor setups, purchase orders, check vouchers, and other transactions.
• Maintain inventory of office supplies and anticipates supply needs; ensures prompt ordering and receipt of supplies and delivers supplies to workstations as needed.
• Performs other duties as needed.

The schedule for this position is Monday - Friday with some flexibility in start time. Typical hours range between 8-5pm. After Adequate training, there is potential for a hybrid schedule to be discussed.

What We're Looking For

Basic Requirements:

• Minimum of High School/GED
• 5+ years Related Experience
  

• Advanced knowledge of Microsoft office suite and Adobe.

• Ability to monitor financial transactions. Excellent analytical, critical thinking, and problem‐solving skills

• Strong organizational and interpersonal skills. Excellent time management and organizational skills, and the ability to reprioritize as needed in a fast-paced environment, and ability to work with interruptions, adapt to change, and respond quickly to last minute requests and changes. Good judgment and discretion with confidential data

Preferred Qualifications:

• College education preferred of Associates degree at a minimum highly preferred.
• Preference given to individual with prior work experience in an educational setting. College degree may serve as a substitute for some years of experience.

Pay Range

Minimum $26.40, Midpoint $31.40, Maximum $36.40
 

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