Staff Assistant, Physics & Astronomy

Tufts University•Medford, MA

1d•$23 - $31

About The Position

The principal activities of the Physics & Astronomy Department are research and education, at both the undergraduate and graduate level. The department strives both to contribute to the growing understanding of the physical universe, and to educate students in both the content of physics and its methods and principles. Under limited supervision, the Staff Assistant performs complex and diverse duties for the department and serves as a source of information and problem solving for students, faculty, staff and other constituents. The Staff Assistant will provide general guidance and explanation of departmental policies and procedures and may communicate on behalf of manager(s) to explain or disseminate information. The Staff Assistant will also provide administrative support including organizing files systems for office, coordinating meetings and travel arrangements, as well as producing, proofreading and editing complex reports, documents and spreadsheets. Monitors, tracks expenditures, resolves problems and reports on department budget and/or grants. The Staff Assistant will coordinate planning and logistics for meetings and special events including design of marketing and publicity materials, tracking responses, working with speakers on materials and set up. May also coordinate department projects or programs, which may entail assisting with development of materials and brochures, updating web information and assisting with content and design.

Requirements

Knowledge and experience typically acquired by:
Typically requires a high school diploma/GED and 2-4 years of administrative experience or
College degree with 1-3 years’ experience
Proficiency in Microsoft Office suite, including word processing, editing, graphics, spreadsheet and database knowledge.
Bookkeeping or basic accounting knowledge.

Responsibilities

Provides administrative support and coordinates office operations:
Screens, sorts and distributes mail; may respond to routine correspondence
Evaluates and organizes file systems for department
Orders and maintains office supplies, works with vendors to maintain equipment and contracts
Organizes and schedules appointments and meetings
Coordinates complex travel arrangements
May hire and train student and/or temporary workers; and provide work direction to office staff
May process employment actions including hire, separation and change transactions.
Recommends changes or enhancements to office operations
Serves as department contact for customers:
Serves as department contact and resource for internal and external customers; may communicate on behalf of manager(s) to explain or disseminate information.
Provides general guidance and explanation of departmental policies and procedures
Researches and resolves customer problems and concerns; recommends enhancements to improve department and customer service
May handle confidential or sensitive information
Produces complex documents and spreadsheets:
Prepares and drafts letters, memos, reports, syllabi, brochures, newsletters and other material for department
Proofreads and edits documents; designs layout and graphics for materials
Researches and organizes information to produce a variety of documents or reports for the department.
Creates and maintains spreadsheets and databases and prepares reports, tables and charts.
Coordinates Meetings or Special Events:
Plans dates, coordinates invitations and tracks responses, determines venue, coordinates materials, audio visual or other set-up needs
Works with and supports speakers or presenters, arranges for payment or honorarium
Assists with design of marketing materials and publicity
Coordinates logistics on-site during event or program
Program or Project Coordination:
Provides information and answers questions about department Programs or Projects
Develops and tracks database of students, study participants or other constituents
Assists with development of materials or brochures
Updates web information and drafts content for posting
Troubleshoots basic problems and refers more complex questions or concerns to the correct individual
Assists with department budget and/or grants:
Purchases supplies, completes expense reports and requisitions
Monitors department spending and tracks expenditures
Researches and resolves problems
Prepares monthly reports for managers and finance