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  • Faculty Coordinator - Friedman School of Nutrition

    Tufts University

    Established in 1981, the Gerald J. and Dorothy R. Friedman School of Nutrition Science and Policy is the only graduate and professional school of nutrition in North America. Its mission is to improve the nutritional well-being of people worldwide through:
    the creation of new knowledge
    the application and dissemination of evidence-based information and
    the education and training of future leaders in the field
    The faculty coordinator performs a wide range of complex administrative duties that support teaching, research, advising, travel, and related activities for a portfolio of faculty members in the Friedman School. This work includes day-to-day activities such as managing calendars, arranging travel, coordinating events, and general administrative support across the needs of the school and between multiple staff members and constituencies. The coordinator also provides administrative and project support to the Executive Administrative Dean and the Director of Business Operations.

    Point of Contact
    Acting as a central source of information, problem solving, guidance and explanation of policies and procedures for faculty
    Coordinating with contacts across the school/university, collaborators, and external contacts
    Receiving and directing visitors

    General
    Updating CVs, bios, and bibliographies, faculty web profiles, Elements profile, and assisting with portions of annual faculty review form
    Drafting, producing, proofreading, formatting, and/or editing reports, documents, presentations, tables, and/or spreadsheets; creating and distributing surveys, compiling and analyzing results
    Coordinating meetings and related logistics and travel arrangements; initiating and responding to doodle polls and requests for availability
    Preparing award nominations and submissions
    Preparing and distributing agenda, attending meetings, taking and distributing minutes, following up on action items
    Developing and maintaining filing systems and records
    Ordering computers, software, business cards, supplies
    Processing incoming and outgoing mail

    Financial
    Processing transactions and reimbursements, reconciling travel card and purchasing cards, tracking expenses
    Acting as liaison between faculty and financial staff for transactional questions, preparing basic projections and/or budgets, assisting with preparation of grant proposals

    Courses
    Drafting, producing, proofreading, formatting, and/or editing reports, documents, presentations, tables, and/or spreadsheets for courses
    Updating syllabi and course websites; tracking grades
    Locating books and articles, placing library materials on reserve
    Acting as liaison to teaching assistants and students
    Coordinating logistics for guest speakers

    Research
    Proofreading, formatting, and/or editing reports, documents, presentations, tables, and/or spreadsheets; editing and proofreading early and final drafts of to-be-published papers; formatting articles and manuscripts for publication according to publisher's specifications; submitting abstracts
    Updating Friedman School-related research websites
    Assisting with logistics for presentations, conferences, and panels
    Communicating with external collaborators and points of contact
    Conducting online research and literature reviews; retrieving research resources; gathering and organizing data
    Assisting with IRB submission and tracking

    Divisions/Programs
    Updating elists and division/program webpages
    Attending division faculty meetings, taking and distributing minutes, following up on action items, preparing agenda, tracking information
    Coordinating meetings and lunches

    Events
    Supporting workshops, conferences, seminars, and colloquia: reserving rooms, ordering catering, sending notifications and reminders, tracking responses, distributing publicity materials, and managing other logistics
    Acting as liaison to guests/speakers prior to event; receiving and directing guests/speakers

    Student Advising
    Editing, proofreading, and submitting reference letters
    Liaising between faculty and students

    Hiring
    Students and temps: Advertising, arranging interviews, preparing offer letters, facilitating appointment processing with finance office, facilitating appointment extensions and related letters
    Postdocs: Advertising, arranging interviews, preparing offer letters, facilitating appointment processing with TSS, coordinating with Office of Faculty Affairs, acting as liaison to International Center for visa applications, facilitating new employee onboarding
    Staff: Assisting with recruiting processes including coordinating with HR, screening applications, arranging interviews, communicating on behalf of faculty member, acting as liaison to International Center for visa applications, facilitating new employee onboarding

    Other
    Provides administrative support for special projects and initiatives led by the Executive Administrative Dean and/or Director of Business Operations.
    Accomplishes related duties and takes on new responsibilities in response to changing needs. Learns new software and systems as needed. Participates in team meetings, trainings, and activities for staff. Provides back-up support for other staff as needed.

    Qualifications

    Basic Requirements:
    College degree and a minimum of 3 years experience working in a support staff role is required, including relevant experience in an office environment or supporting faculty or executives. Experience supporting multiple supervisors strongly preferred.
    Excellent communication and customer service skills. Strong attention to detail, accuracy, and proofreading ability.
    Excellent time management and organizational skills, and the ability to reprioritize as needed in a fast-paced environment. Must be able to work with interruptions, adapt to change, and respond quickly to last minute requests and changes to calendars, schedules and/or travel.
    Ability to work independently with minimal supervision, make appropriate adjustments to work flow and ability to manage multiple projects simultaneously, demonstrate initiative and solve problems, and elevate issues as appropriate. Strong work ethic, follow-through, proactive approach to work, and dependability essential.
    Competency using a variety of computer applications, especially Microsoft Word and Excel. Must possess the ability to learn and adapt to new systems and software quickly.
    Solid working knowledge of basic financial concepts preferred.

    An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.
 


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