Staff Assistant - Human Nutrition Research Center on Aging

Tufts University•Boston, MA

10d

About The Position

The Staff Assistant supports the Jean Mayer USDA Human Nutrition Research Center on Aging at Tufts University under limited supervision. This grant-funded position provides complex administrative support and serves as a source of information and problem-solving for students, investigators, staff, and other constituents. The role provides guidance on departmental policies and procedures and may communicate on behalf of managers to explain or share information. Responsibilities include office operations, meeting and travel coordination, document and spreadsheet preparation, manuscript-submission support, budget and grant expenditure tracking, and planning logistics for meetings and special events. The position may also support department projects or programs by developing materials, updating web information, and assisting with content and design. This position is not eligible for severance pay.

Requirements

High school diploma or GED and 2–4 years of administrative experience, or a college degree and 1–3 years of administrative experience.
Proficiency in Microsoft Office, including word processing, editing, graphics, spreadsheets, and databases.

Responsibilities

Serve as the primary department contact and resource for internal and external customers, including communicating on behalf of lead scientists or managers.
Work with scientific staff to submit manuscripts and publications for approval and submit manuscript information according to ARS requirements.
Coordinate onboarding for new employees and provide guidance on departmental policies and procedures.
Research and resolve customer problems and concerns, recommend service improvements, and handle confidential or sensitive information as needed.
Organize and schedule appointments and meetings, evaluate and organize department file systems, and recommend improvements to office operations.
Order and maintain office supplies; coordinate with Tufts Procurement to purchase scientific equipment and supplies; and work with vendors on equipment and contracts.
Complete expense reports, purchase orders, capital equipment approvals, and requisitions; monitor and track expenditures; resolve problems; and report on department budgets and grants.
Coordinate complex travel arrangements, screen and distribute mail, and respond to routine email correspondence.
Prepare, draft, proofread, and edit letters, memos, reports, spreadsheets, and other department materials; research and organize information; and maintain spreadsheets or databases and prepare tables and charts.
Plan meetings and special events by coordinating dates, invitations, responses, venues, materials, audiovisual needs, and other setup; support speakers or presenters and arrange payment or honoraria; assist with marketing and publicity; and coordinate on-site logistics.
Provide information about department programs or projects, assist with materials and brochures, update web information, draft content for posting, troubleshoot basic issues, and refer complex questions to the appropriate person.
May hire and train student or temporary workers, provide work direction to office staff, and process employment actions such as hires, separations, and changes.