Administrative Coordinator - The Fletcher School - (19002025)
The Fletcher School of Law and Diplomacy is the united states' first professional graduate school of international affairs. Since 1933 Fletcher's multi-disciplinary education in international relations, law, and business, has prepared the world's leaders to become innovative problem-solvers in government, private sector, and non-governmental organizations. The Fletcher School seeks to fulfill its mission in the most environmentally sensible way possible. We are also committed to increasing the diversity of our administrative staff. Members of under-represented groups are strongly encouraged to apply.
Under minimal supervision, the Administrative Coordinator provides advanced administrative support and communications for the department. S/he will handle complex and confidential situations and requests and serve in a highly visible capacity as resource for department with students, staff, faculty and other constituents. S/he will oversee daily operation of office, evaluating workflow and productivity and providing direction and guidance to office staff. Produces and drafts reports and other complex documents and materials, including proofreading and editing, designing layout and graphics for brochures and presentations. Coordinates department budget to include monitoring, tracking expenditures, troubleshooting problems and preparing reports. Will also gather data, conduct research and draft reports, summaries or material for presentation. S/he will plan and coordinate meetings and special events, including contacting speakers, designing promotional material and coordinating support for speakers and presenters. May also coordinate programs and/or projects for department. Specifically for this position: (1) Working with various Fletcher School and Tufts University offices to collect and enter data required to hire, pay, and maintain personnel records for faculty, administrators, and student Teaching Assistants and Research Assistants. With support from central university offices, advising faculty, department administrators, and the Director of Finance and Admin on the most appropriate employment category to hire students and administrators into (e.g., student, contract student, postdoc, temporary employee, independent consultant); (2) Serving as Veterans' Affairs School Certifying Official. Working with all students who receive VA benefits to help ensure that eligible students receive their Federal education benefits; (3) Working closely with Tufts International Center and outside legal firms to obtain visas and\or permanent residency status for faculty, staff, and visiting research scholars; Advise Fletcher Centers and Institutes as they process visas for members of their own groups; (4) Serving as one of several Fletcher administrators who coordinate the administrative and logistical aspects of faculty searches; (5) Updating a variety of information systems used to manage personnel data for faculty, fellows, student employees, and administrators; (6) Compiling time off information for administrators and entering into the PeopleSoft time tracking and time entry systems; (7) Serving as one of several who order office supplies and equipment for the office of Finance and Administration; and (8) Orienting\On-boarding new faculty and administrators: providing them with pre-arrival information, ensuring their workspace is ready when they arrive, and introducing them to other Fletcher administrators who are part of the onboarding process.
High school diploma/GED and 5+ years of administrative experience OR a bachelor's degree and 3+ years of experience.
Requires advanced knowledge of Microsoft Office suite including word processing, editing and graphics functions, spreadsheet and database knowledge.
Bookkeeping or basic accounting knowledge and excellent organizational and interpersonal skills.
Knowledge of Department of Defense and\or Veterans Administration education benefits processes either from being a recipient of the benefits or from serving as a School Certifying Official.
Knowledge of J-1 and H-1B visa processes and policies
College degree with 3-5 years of experience working with college/university faculty and administrators
At least 5 years of recent experience working effectively with diverse students, administrators, and faculty members
Excellent written and verbal communications skills
Background in customer service
Previous payroll processing experience
Experience coordinating and improving Faculty Affairs processes
An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.
Primary Location: United States-Massachusetts-Medford/Somerville
Job: Administrative Support
Organization: Academic Support-Fletcher
Employee Status: Regular Schedule: Full-time
Job Posting: Nov 15, 2019, 6:59:00 PM
Internal Number: 19002025
About Tufts University
Tufts is a leader in American higher education, distinctive for its success as a moderately sized university that excels at research and providing students with a personal experience. Our unique combination of research and liberal arts attracts students, faculty and staff who thrive in our environment of curiosity, creativity and engagement.