Administrative Coordinator - Office of the Vice Provost for Research-18001558

Job description

Job Description

Administrative Coordinator - Office of the Vice Provost for Research-18001558

The Office of the Vice Provost for Research (OVPR) is responsible for pre- and post-award administration of grants and contracts; supporting investigators in developing proposals and funding strategies for their research and scholarship; protection, management, and licensing of the University’s intellectual property; oversight of the use of human subjects and laboratory animals in research and teaching and the use of infectious agents and recombinant DNA; implementation of the University’s policies on conflict of interest in research and misconduct in research and scholarship; and working with other administrative offices to create an environment at the University that encourages and facilitates research. The OVPR assures that the services and resources provided by the units under its direction meet the needs of the research community and satisfies the requirements of laws and regulations that govern research, and protecting the University’s interests. This includes policy development, strategic planning, and oversight. The OVPR also works closely with the research leadership of the schools and Tufts Medical Center to promote cooperation, collaboration, and sharing of resources to maintain a positive working relationship between the schools and with the hospital. Additionally, the OVPR maintains close working relationships with faculty and department chairs in order to keep abreast of the needs and direction of research and to foster an environment of open communication and responsiveness.

The Administrative Coordinator is a member of the OVPR’s Business Operations team and is responsible for a wide array of administrative functions that support the day-to-day operation of the office. These include, but are not limited to: managing office supply inventory; completing routing procurement tasks; tracking and allocating expenses; processing business and travel expense reimbursements; assisting with time-off tracking and reporting; coordinating meetings; onboarding new employees; and overseeing the maintenance and or repair of office computers, equipment, space, and telephones. The Administrative Coordinator also serves as the first point for the office and is responsible for greeting guests and directing them to the appropriate staff member, fielding phone inquiries, and distributing mail. The Administrative Coordinator participates in routine administrative staff meetings, assists in the development and implementation of standard operating procedures, and works on special projects, including planning and organizing internal and outward-facing events. Lastly, the Administrative Coordinator serves as a back-up for his or her counter-parts.

Basic Requirements:

  • 1-2 years of administrative experience.
  • Bachelors’ degree.
  • MS Office Suite.
  • Excellent written and verbal communication skills.
  • Excellent organizational skills.
  • Good interpersonal skills and the ability to work with multiple constituents.
  • Outgoing and approachable with a professional demeanor with strong customer focus.
  • Demonstrated ability to handle multiple projects and concurrent deadlines with frequent interruptions.
  • Highly-motivated, self-starter, detail-oriented, able to handle confidential matters with discretion, have excellent prioritization, creative problem-solving, and decision-making skills.
  • Able to work both independently and as part of a team.
  • Adaptable to shifts in prioritization of projects and still be able to keep projects going.
Preferred Qualifications:
  • Administrative experience in a higher-education setting.

Special Work Schedule Requirements:
May need to work overtime as needed and travel to and from Tufts three campuses (Boston, Grafton, and Medford).

An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.

Equal Opportunity Employer – minority/females/veterans/disability/sexual orientation/gender identity.

Primary Location: United States-Massachusetts-Boston
Job: Research
Organization: Office of the Vice Provost
Employee Status: Regular
Schedule: Full-time
Job Posting: Sep 5, 2018, 2:16:12 PM





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Job No:
Posted: 11/5/2018
Application Due: 11/11/2018
Work Type: