Administrative Coordinator, Graduate Student Services

Tufts University•Boston, MA

2d•Remote

About The Position

Tufts University School of Medicine Graduate Programs (TUSMGP), also referred to as the Office of Graduate Student Services (OGSS), supports the administrative operations of the School of Medicine’s graduate degree programs, including the Doctor of Physical Therapy (DPT), Master of Public Health (MPH), Master of Science in Biomedical Sciences (MBS), and Master of Medical Science (MMS) Physician Assistant Program. OGSS oversees functions supporting these graduate programs, including admissions, recruitment marketing, registration, career services, student services, and clinical site development. Clinical Site Development is responsible for identifying, developing, and maintaining strong partnerships with healthcare organizations to support the clinical education needs of the School of Medicine’s graduate programs.

Requirements

High School Diploma
5 years of related administrative, operational, or data management experience
Strong technical aptitude and proficiency using business software applications and databases
Advanced proficiency with Microsoft 365 applications, including Word, Excel, Outlook, Teams, and other business productivity tools; strong spreadsheet and database management skills
Demonstrated experience using collaborative document platforms and cloud-based file management systems (Box, OneDrive, SharePoint preferred)
Experience maintaining accurate records and managing large volumes of data with a high degree of accuracy and attention to detail
Excellent organizational, analytical, communication, collaboration, and interpersonal skills
Ability to prioritize multiple responsibilities, manage competing deadlines, and work independently and collaboratively

Nice To Haves

Associate's Degree
Experience managing or maintaining databases, preferably including Exxat, Qualtrics, Salesforce, or similar data management systems
Experience conducting data audits, maintaining data quality, or supporting operational reporting
Experience supporting healthcare, higher education, clinical education operations, or academic administration
Experience coordinating with external organizations or stakeholders
Customer service or client support experience in a professional environment

Responsibilities

Provides advanced administrative support and coordinates clinical education data operations
Provides advanced-level administrative support for Clinical Site Development and Clinical Education operations
Tracks status of ongoing operational activities, projects, and requests; follows up with Clinical Site Development and Clinical Education teams as needed
Evaluates workflows and communicates recommendations to improve operational efficiency, consistency, and data quality
Supports the effective administration and maintenance of clinical education records, databases, and related technologies (e.g., Exxat Prism, Qualtrics, and Salesforce) to promote accurate and efficient data management
Coordinates calendars, meetings, and scheduling activities supporting Clinical Site Development, Clinical Education teams, and affiliated clinical education sites
Maintains clinical education data integrity and operational records
Collects, researches, verifies, and updates clinical education data to maintain the accuracy and integrity of operational records, databases, and supporting documentation
Performs routine and large-scale audits of clinical education sites, locations, personnel, and associated records to identify discrepancies and ensure data accuracy
Prepares, maintains, and updates spreadsheets, databases, reports, and other operational records supporting Clinical Site Development and Clinical Education operations
Proofreads, edits, and validates documents and data to ensure completeness, consistency, and accuracy
Gathers data, conducts research, and organizes information to support operational decision-making, reporting, and process improvement initiatives
Coordinates operational communications and information management
Serves as a resource for Clinical Site Development and Clinical Education teams by coordinating operational communications and disseminating information to internal and external stakeholders, as appropriate
Monitors shared communication channels, prioritizes incoming requests, and briefs Clinical Site Development and Clinical Education teams on matters requiring attention
Escalates time-sensitive or high-priority matters to appropriate team members
Prepares, facilities, and manages confidential communications, records, and information
Represents Clinical Site Development at internal or external meetings and events, as appropriate, in support of departmental initiatives
Plans and coordinates meetings and operational activities
Assists in planning meetings and operational activities, including identifying topics, proposing schedules, preparing agendas, and coordinating related activities
Assists with operational projects supporting Clinical Site Development and Clinical Education operations
Coordinates project activities, tracks progress, and follows up on assigned action items
Assists with preparation and organization of materials supporting departmental communications, outreach, and training activities
Supports initiatives that strengthen and maintain relationships with affiliated clinical education sites