Administrative Coordinator, Gordon Institute

Tufts University•Medford, MA

4h•Onsite

About The Position

Tufts Gordon Institute (TGI), based within Tufts University’s School of Engineering, develops leaders through undergraduate, graduate, professional learning, and organizational partnership programs. The Administrative Coordinator is a highly visible member of TGI’s administrative team and serves as a public-facing resource for faculty, staff, students, and external partners. Under limited supervision, the role provides advanced administrative support and coordinates operations to help ensure the unit functions smoothly. Responsibilities include managing the Executive Director’s calendar, travel, and expenses; coordinating daily operations; supporting financial and human resources processes; and helping coordinate events and initiatives. The role requires excellent judgment, professionalism, strong organization, and daily in-person availability. This is a 35-hour-per-week position that is 100% in person. Some TGI events and activities take place on weeknights and weekends, requiring flexibility for non-standard hours, primarily during the academic year. The position coordinates complex schedules, meetings, travel, correspondence, reports, presentations, advisory-group support, events, and communications across stakeholders. It also supports office operations and process improvements; coordinates facilities, technology, procurement, and other university services; maintains office spaces and equipment; manages confidential records and data; prepares reports; processes and reconciles expenditures; assists with grants and contracts administration; and administers hiring, onboarding, offboarding, payroll, HR transactions, and time entry. The coordinator may supervise student employees or support staff and performs other duties as assigned to support TGI’s strategic goals.

Requirements

High school education; a college degree may substitute for some years of experience.
At least 5 years of related experience.
Ability to maintain office spaces, supplies, equipment, and technology, including lifting objects up to 45 pounds.
Excellent judgment and professionalism in serving as a central point of contact.
Flexibility to work some non-standard hours, including weeknights and weekends, primarily during the academic year.
Daily in-person availability; the position is 100% in person.
Ability to use or learn productivity and university systems, including Microsoft Suite (Outlook, Word, Excel, PowerPoint, Teams), Google Calendar, PeopleSoft, eServe, Apptricity, Kuali, Marketplace, room reservations, SIS, Canvas, Qualtrics, Monday.com, and Slack.

Nice To Haves

Experience in an academic setting interfacing with diverse students and faculty.
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, organizational, and leadership skills.
Attention to detail and pride in work.
Ability to work in a fast-paced, collaborative office environment and adapt to change.

Responsibilities

Serve as a professional, highly visible point of contact for faculty, staff, students, and external partners.
Coordinate complex calendars and schedule meetings and related 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 when 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.
Support daily departmental operations and provide in-person administrative coordination and oversight.
Evaluate operational processes and recommend policy or procedural improvements.
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 stakeholders; may liaise with marketing and communications teams.
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 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 positions.
Perform other duties as assigned to support TGI’s strategic goals.