Administrative Coordinator to the Provost Job at Tufts University
Overview:
Essential Functions:
The Office of the Provost is responsible for setting and guiding institutional and budgetary priorities that advance the University’s academic mission. Together with deans and senior administrators, the Provost directs and supports the partnerships, collaborations and planning initiatives on four Massachusetts campuses and an international center in Talloires, France. This team of academic leaders ensures that our educational and research programs are of the highest quality by working closely with faculty, staff, alumni, and students to fulfill the University’s goals and aspirations. The Office of the Provost is also responsible for the library system, international and industry collaborations and the ten Boards of Advisors.
What You'll Do:
Under limited supervision, the Administrative Coordinator to the Provost provides advanced administrative support and handles all scheduling and travel for the Provost. Handles confidential situations. Supports the work of the provost by carrying out complex executive administrative duties which include: organizing and planning logistics of meetings, retreats and events; may assist in editing, proofreading, and composing correspondence and reports; participating in assigned projects for the provost’s office; and organizing and planning complex and worldwide travel arrangements.
Essential Functions:
Serves as highly visible resource for internal and external constituents.- Coordinates multiple calendars and schedules complex meetings and logistics often working with search firms.
- Manages and prioritizes the provost’s schedule of meetings, including managing high volume of overlapping requests.
- Coordinates plans and logistics for meetings, seminars, lectures and other special events including planning events, determining venue and coordinating production of materials, audio visual and other set up needs. Makes travel, payment and other arrangements for speakers and presenters.
- Emeriti administration, management of database and luncheon, etc.
- Handles travel arrangements for the provost including preparing and submitting expense reports.
- Assists with tracking expenditures.
- Responsible for on-boarding new staff (keys, order computer, org chart, trainings, etc.) and train new support staff.
- Employee may perform other duties as assigned to meet the needs of the office such as overseeing computer inventory, etc.
This is a hybrid position that requires presence on the Medford Campus at least 3 days a week or in some instances more.
What We're Looking For:
Basic Requirements:
- High school education and 5+ years of administrative experience or college degree and 3+ years of experience.
- Advanced knowledge of Microsoft Office suite.
- Ability to plan, coordinate, and schedule complex meetings
- Detail oriented with excellent organizational skills
- Ability to work both independently and collaboratively with a variety of staff in a rapidly changing environment
- Excellent written and oral communication skills
- Ability to work with confidential information and data
Preferred Qualifications:
- Experience at Tufts University or another institute of higher education is a plus.
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