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Overview

This position will support two offices in Tufts University’s central administration: the Office of Sustainability and the Office of University Strategy and Program Development (OUSPD).

The Office of Sustainability works to improve Tufts University and scale its impact on the community and world. We focus on the equitable and sustainable use of resources and organizational change at all levels. Our core approach is linking institutional problem solving with Tufts education and research enterprises to build common purpose and an ethos of collective problem solving. Staff in the office create strategic partnerships, student and employee engagement programs, financially support sustainability efforts on campus and collaborate with faculty and the Operations Division on innovation and improvement efforts. Led by the Chief Sustainability Officer and reporting to the Executive Vice President, the Office consists of 4 full time staff and +/- 20 part-time student interns.

Tufts’ OUSPD tackles the most interesting and pressing challenges in higher education through critical strategic planning, advisory, and analytical support. OUSPD serves the University as a partner to Tufts’ schools and the central administration in the identification and development of mission-related opportunities that transform the University’s model for sustainable success in the 21st century higher education ecosystem. We achieve this mission by providing business analysis and project management expertise for transformational strategic initiatives (often serving as an internal consulting agency), by providing best-in-class market research and business analysis to the Tufts community, by partnering with schools and units across the university to build strategic portfolios of educational programs, and by supporting the university’s strategic planning processes and the cultivation of a strategic mindset in all areas of the institution. Led by an Executive Director, OUSPD reports to the Executive Vice President and works closely with the Office of the Provost in establishing and implementing its priorities. The team is currently comprised of 6 individuals.

What You'll Do

Under minimal supervision, the Senior Administrative Coordinator applies advanced knowledge and skills to play a lead role in coordinating operations and executing on day-to-day operations for the Office of Sustainability and the Office of University Strategy and Program Development. Handles highly confidential situations, resolves escalated/most complex problems and serves as lead resource for students, faculty staff and other constituents.

Essential Functions: 

• Serves as highly visible resource for internal and external constituents; provides input to develop and communicate department policies and procedures; resolves escalated problems and concerns. Briefs managers on matters needing attention and takes initiative to communicate on their behalf. May make updates to website and social media channels and may recommend content and design elements. Supports the development and distribution of internal and external communications for which the office is responsible. May partner/liaise with marketing and communications team on communications projects and materials.
• Drafts and edits complex and confidential documents, correspondence, reports and spreadsheets. Prepares briefings and materials for presentations. Staffs meetings: attends meetings, prepares agendas and minutes and tracks or researches action items. Attends administrative meetings on behalf of the unit and communicates findings and important information to office leadership or staff.
• Independently uses judgement to coordinate and prioritize multiple/complex calendars for office leadership. Coordinates large, recurring and non-recurring meetings and logistics on-site, off-site, remote, and hybrid, that may include external groups/constituents for both office leadership and office projects. Manages office-wide calendars.
• Plays lead role in overseeing daily operations of the two offices.  Evaluates workflow, productivity and customer service and deploys student workers, and temporary staff where needed.  Oversees and evaluates services from university departments to ensure technology, facilities, procurement and other needs are met. Works with managers on strategic planning for needed resources. Proactively coordinates office supplies, space-related needs, and other day-to-day needs of the offices including ordering food and materials, managing inventory and organizing office supplies. Follows best practices for working in a sustainable manner.
  
• Participates in design and oversees maintenance of confidential databases and file systems. May provide input for updates to systems.  Manipulates and audits data or gathers data from other sources to produce regular or ad-hoc reports for analysis. 
• Leads planning and coordinates logistics for projects, internal office meetings and events, and highly visible events.  Reviews/recommends marketing and publicity, communicates with speakers and recommends selection and plans for venue. Tracks and communicates project timelines and deliverables.
• Monitors and tracks expenditures, researches and resolves more complex problems. Prepares reports and assigned projections and works with department/unit leadership on financial planning, including reconciling system entry. May partner and assists with grants and contracts management. Reconciles Purchasing and Travel Cards for office leadership, including submitting expense reports. Manages petty cash reimbursements and payments.
• Participates in hiring, on-boarding and off-boarding of support staff; hires, trains and evaluates students and temporary help to the extent relevant. Provides direction and feedback on work performance and input into performance reviews and development opportunities for staff to the extent relevant.
• Coordinates human resources and payroll transactions, and related communications with office staff, including recording time off and hourly time entry. May supervise a support staff position.
• Performs other duties as needed.

What We're Looking For

Basic Requirements:

• Knowledge and skills as typically acquired through a High School diploma and 7+ years of experience; college degree may serve as a substitute for some years of experience
• Advanced knowledge of all features of Microsoft Office Suite
• Experience coordinating financial transactions and working with restricted funding sources
• Advanced organizational, interpersonal and leadership skills in an executive environment

Pay Range

Minimum $28.35, Midpoint $34.03, Maximum $39.70

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