Administrative Assistant - Tisch Library
- Employer
- Tufts University
- Location
- Medford, MA
View more
- Administrative Jobs
- Academic Affairs, Librarians & Library Services, Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
The Administrative Assistant in the Administrative Services Department provides support for a range of services: fiscal management, building operations, personnel, purchasing, event planning, communications, scheduling and travel, customer inquiries, and special projects. Reporting to the Associate Director of Tisch Library, the Administrative Assistant provides advanced administrative support for Tisch Library.
Serves in a highly visible capacity as a resource for the Library including frequent interactions with internal and external customers; contributes to a welcoming, professional, inclusive and service-oriented environment in the Director’s Office.•Researches and resolves customer problems and concerns
•Triages phone calls and prioritizes requests and mail; briefs managers on issues needing immediate attention
•Explains and enforces department policies and procedures
• Escalates emergencies, and other time sensitive issues
•Prepares, facilitates and manages highly confidential communications and information
•Manages requests for conference rooms, library spaces, building access
Evaluates workflow and redesigns processes to meet office and customer service needs:
•Assists with payroll reporting and personnel record management for staff, including a 100+ cohort of student staff
• May process employment actions including hire, separation, and change transactions
•Oversees and evaluates office automation and information technology needs
•Schedules appointments and maintains a complex calendar
•Monitors building conditions; works with Facilities and others to troubleshoot building issues
Plans and coordinates meetings or special events. Manages Library participation in Tufts events, such as Community Day and Jumbo Days.
•Creates and assists others to curate physical exhibits in the lobby and other library spaces; manages the calendar of exhibits, fields inquiries, and solicits partners
•Plans dates, design invitations, determines venue, coordinates materials, audio-visual or other setup needs
•Contacts speakers, arranges for payment or honoraria
•Assists with plans for marketing and publicity
•Coordinates logistics on-site during event or program
Produces and drafts reports and other complex documents and materials. Prepares and drafts letters, memos, reports, brochures, newsletters and other material.
•Provides administrative support to the Director for donor relations and stewardship
•Proofreads and edits documents
•Designs graphics and layout for brochures, presentations and other materials
•Gathers data, conducts research and organizes information
•Creates and maintains spreadsheets and databases and prepares reports, tables and charts
•Drafts reports or summaries on specific subject areas
Program or Project Coordination:
•Coordinates and serves on committees including collecting agenda items, preparing and disseminating agendas, preparing minutes
•Tracks and follows up on action items for committees or project members
•Drafts program materials or brochures
•Updates web information and drafts content for posting
•Troubleshoots problems: refers complex questions or concerns to the correct individual
QualificationsBasic Requirements:
- Excellent communication and interpersonal skills.
- Ability to prioritize tasks, and organize information.
- Creative, resourceful problem-solving skills.
- Proficiency with office productivity software and communication tools.
- Ability to work both independently and with others.
- Ability to multi-task and handle frequent interruptions.
- 2 or more years of related experience.
- Associate’s degree.
- Bachelor’s degree.
- 2 or more years’ experience administrative work in an academic setting.
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-Medford/Somerville
Job: Administrative Support
Organization: Tisch Library
Employee Status: Regular
Schedule: Full-time
Job Posting: Nov 1, 2019, 1:40:46 PM
Organization
Tufts University is a leader in American higher education – distinctive for its success as a moderately-sized teaching and research university. Our ‘university on a hill‘ is a collection of colleges and academic departments independently recognized for their public service in our local communities, across the country, and around the world.
Working at Tufts University
Across the university you’ll discover talented and committed members of our staff and faculty who share an enthusiasm and a deep commitment to Tufts. We are collectively bound by our pursuit of knowledge and truth, and driven by our common values and aspirations. The strength of these values is reflected in our willingness to look at problems from new perspectives and challenge the status quo.
T10 strategic initiatives
An organization’s priorities can tell you a great deal about the culture. The T10 Strategic Plan provides a window into how our values impact our work as a university and how we work with each other as people. The plan’s initiatives are deliberately ambitious and far reaching – including our Foundational Initiatives that address each employee’s stewardship of limited resources and our plan to engage with and celebrate both our commonalities and differences. These strategic commitments represent who we are and guide what we will become.
Our culture
At the heart of Tufts’ distinctive culture is a commitment to diversity of thought, openness, and the inclusion of people who represent differing experiences and points of view. Our staff, students and faculty represent over 100 countries of origin but with shared values that make us more alike than we are different.
What we value:
Making an impact – We seek out new innovative ways to improve the quality of life of individuals and societies around the world, and at home.
Personal worth – The individual human being must be at the heart of every interaction in which individual differences are understood, valued, and cultivated.
Mindful leadership – Leadership brings with it tremendous possibilities and equally important responsibilities. Our leadership is visible in our words and actions, and the impact we have on the lives of those we serve.
Community – Our connection to each other through learning, arts, culture, sports, and through making an impact, brings us together and enhances our collective well-being.
Progressive learning – Our preparation for complex challenges and changes requires a commitment to lifelong learning, a willingness to challenge accepted thinking, and a sense of urgency in implementing new practices.
What matters?
A university setting provides employees the opportunity to contribute to the well-being of their colleagues, our global community, and their individual professional development. Staff, faculty and researchers embrace the responsibility, and privilege, that working at Tufts provides. While not every employee will have the opportunity to connect personally with the individuals who benefit from Tufts’ research and outreach initiatives, at the end of the day, we all understand just how much our day-to-day work matters.
Get job alerts
Create a job alert and receive personalized job recommendations straight to your inbox.
Create alert