Tufts University

Research university in Medford, MA

Administrative Coordinator

Administrative SupportConfirmed live in the last 24 hours

Full-timeMedford, MA, USA$27.85 - $38.50 /yr

About the Job

Requirements

Knowledge and experience typically acquired through high school education, or a college degree that may substitute for some years of experience.
At least 5 years of related experience.
Ability to lift objects weighing up to 45 pounds.
Experience in an academic setting interfacing with diverse students and faculty, and commitment to promoting diversity, equity, and inclusion.
Experience coordinating financial transactions and working with restricted funding sources.
Ability to use productivity tools including Microsoft Outlook, Word, Excel, PowerPoint, and Teams; Google Calendar; PeopleSoft; eServe; Apptricity; Kuali; Marketplace; room reservation systems; SIS; Canvas; Qualtrics; Monday.com; and Slack.

Responsibilities

Serve as the public face of TGI and a professional resource for faculty, staff, students, and external partners.
Coordinate multiple or complex calendars, meetings, and logistics.
Manage the Executive Director’s calendar, travel arrangements, and expense reporting.
Research and resolve escalated problems or concerns and communicate on behalf of managers as needed.
Prepare and edit confidential correspondence, reports, spreadsheets, and presentation materials.
Attend meetings, prepare agendas and minutes, and track or research action items.
Coordinate meetings and provide support for the Industry Advisory Council and other advisory, industry, and alumni groups.
Provide consistent, in-person administrative coordination and oversight for daily departmental operations and workflow.
Evaluate operational processes and recommend policy and procedural improvements to enhance productivity and service delivery.
Request and oversee delivery of materials and services from facilities, technology, procurement, and other university units.
Support resource-planning discussions and execute administrative components of strategic initiatives.
Maintain office spaces, supplies, equipment, and technology.
Assist in coordinating events and initiatives.
Serve as the primary logistics coordinator for speakers, guests, partners, and external groups.
Coordinate and track communications, timelines, and deliverables across multiple stakeholders.
Partner or liaise with marketing and communications teams on communications projects and materials as needed.
Manage confidential databases and file systems, ensuring compliance, accuracy, and accessibility.
Gather, manipulate, and audit data to prepare regular and ad hoc reports.
Process and monitor expenditures and reconcile financial activity.
Assist with grants and contracts administration as needed.
Administer hiring, onboarding, and offboarding processes for staff, faculty, student employees, and temporary employees.
Coordinate human resources and payroll transactions and time entry.
May supervise student employees and/or support staff.
Perform other duties as assigned to support TGI’s strategic goals.
Work 35 hours per week in a 100% in-person position, with some non-standard hours for weeknight and weekend events, primarily during the academic year.

Desired Qualifications

Strong interpersonal, task-management, time-management, organizational, and leadership skills.
Ability to work in a fast-paced, collaborative office environment and adapt to change.
Detail-oriented approach and pride in work.

Overview

Tufts Gordon Institute (TGI), based within Tufts University’s School of Engineering, develops leaders across the university community who combine technical expertise, strategic thinking, and human insight to create meaningful impact in organizations and communities. TGI’s programs span undergraduate minors, graduate degrees, professional learning, and organizational partnerships—equipping learners to turn bold ideas into action and drive transformation across sectors.
TGI serves a broad audience including undergraduates exploring applied business and innovation, recent graduates seeking accelerated skill building, working professionals progressing into leadership roles, and organizations that partner with TGI for talent development and innovation support.

TGI’s ecosystem includes two major centers that expand its reach and educational impact:
• The Auster Center for Applied Innovation & Research, which focuses on solving emerging challenges through applied research, industry collaboration, and innovation initiatives.
• The Derby Entrepreneurship Center, which develops entrepreneurial mindsets and skillsets through undergraduate academic programs, hands-on learning experiences, and equity-free funding through competitions, prizes, internships and awards.

Together, these centers and programs create a comprehensive platform for developing innovative leaders who can navigate the intersection of business, technology, and societal need.

What You'll Do

The Administrative Coordinator is the public face and a key member of the Tufts Gordon Institute administrative team. Under limited supervision, this individual provides advanced administrative support and coordinates operations to ensure the smooth functioning of the unit. The role manages complex calendars and travel for the Executive Director, oversees daily departmental operations, supports financial and HR processes, and assists in coordinating events and initiatives. Serving as a central point of contact for internal and external constituents, the Administrative Coordinator must exercise excellent judgment, maintain a high level of professionalism, and be accessible in person on a daily basis. This position contributes to advancing TGI's strategic goals through exceptional administrative and organizational support and customer service.

This is a 35-hour per week position and is 100% in-person. As some TGI events and activities take place on weeknights and weekends, this position will require some non-standard work hours, primarily during the academic year, so flexibility is necessary.

Administrative Support
- Serves as the public face of TGI and is a highly visible and professional resource for faculty, staff, students, and external partners
- Coordinates multiple/complex calendars and schedules complex meetings and logistics
- Manages the Executive Director’s calendar, travel arrangements, and expense reporting
- Researches and resolves escalated problems or concerns and may communicate on behalf of managers
- Prepares and edits confidential correspondence, reports, spreadsheets, and presentation materials
- Attends meetings, prepares agendas and minutes, and tracks or researches action items
- Coordinates meetings and support for the Industry Advisory Council (IAC) and other advisory, industry, and alumni groups
Operational Coordination
- Supports daily departmental operations by providing consistent, in person administrative coordination and oversight to ensure effective workflow and service delivery
- Contributes to evaluating operational processes and recommending policy and procedural improvements to enhance productivity and service delivery
- Requests and oversees the delivery of materials and services directly and from facilities, technology, procurement, and other university units to ensure departmental needs are met
- Supports resource planning discussions and helps execute administrative components of strategic initiatives
- Maintains office spaces, supplies, equipment, and technology
Project and Event Coordination
- Assists in coordinating events and initiatives
- Serves as primary logistics coordinator for speakers, guests, partners, and external groups
- Coordinates and tracks communications, timelines, and deliverables across multiple stakeholders
- May partner/liaise with marketing and communications teams on communications projects and materials
Information and Financial Coordination
- Manages confidential databases and file systems, ensuring compliance, accuracy, and accessibility
- Gathers, manipulates, and audits data to prepare regular and ad hoc reports
- Processes and monitors expenditures, reconciles financial activity
- Assists with grants and contracts administration as needed
Human Resources
- Administers hiring, onboarding, and offboarding processes for staff, faculty, student employees, and temporary employees
- Coordinates human resources and payroll transactions and time entry
- May supervise student employees and/or support staff positions
Other
- Performs other duties as assigned to support Tufts Gordon Institute’s achievement of strategic goals.

What We're Looking For

Basic Requirements:
Knowledge and experience typically acquired by:

High School or
College degree may serve as a substitute for some years of experience
Related Experience 5+ years
Maintains office spaces, supplies, equipment, and technology; this involves lifting objects up to 45lbs

Preferred Qualifications:

Experience in an academic setting interfacing with diverse students and faculty and a commitment to promoting diversity, equity, and inclusion
Experience coordinating financial transactions and working with restricted funding sources
Strong interpersonal skills and a team player mentality
Strong task management, time management, and organizational and leadership skills
Detail-oriented and takes pride in work
Ability to work in a fast paced, collaborative office environment and adapt to change
Comfortable with learning and using a number of productivity tools such as Microsoft Suite (Outlook, Word, Excel, Powerpoint, Teams), Google Calendar, PeopleSoft, eServe, Apptricity, Kuali, Marketplace, Room reservations, SIS, Canvas, Qualtrics, Monday.com, Slack

Pay Range

Minimum $27.85, Midpoint $33.15, Maximum $38.50

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

About the Company

Tufts University

Research university in Medford, MA

Tufts University is a private research university headquartered in Medford, Massachusetts. It offers undergraduate, graduate, and professional programs through schools in the Boston area and beyond.

Company size: Not listed
Company stage: Not listed
Total funding: Not listed
Headquarters: Not listed
Founded: Not listed

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