Administrative Coordinator, Graduate Student Services

Administrative Coordinator For Clinical Site Development

Tufts University School of Medicine Graduate Programs (TUSMGP), also referred to as the Office of Graduate Student Services (OGSS), supports the administrative operations of the School of Medicine's graduate degree programs, including the Doctor of Physical Therapy (DPT), Master of Public Health (MPH), Master of Science in Biomedical Sciences (MBS), and Master of Medical Science (MMS) Physician Assistant Program. OGSS oversees functions supporting these graduate programs, including admissions, recruitment marketing, registration, career services, student services, and clinical site development. Clinical Site Development is responsible for identifying, developing, and maintaining strong partnerships with healthcare organizations to support the clinical education needs of the School of Medicine's graduate programs.

The Administrative Coordinator for Clinical Site Development plays a key role in supporting, facilitating, and communicating activities related to Clinical Site Development and Clinical Education. This position provides advanced administrative support for the School of Medicine's graduate programs while helping maintain the accuracy, integrity, and organization of operational data, records, and related information across clinical education systems and databases. Working in a highly collaborative team environment, the Administrative Coordinator supports data management activities through research, auditing, reporting, record maintenance, and process coordination using relevant software applications and databases. Attention to detail, strong proofreading and analytical skills, and the ability to prioritize, coordinate, and manage multiple operational activities are essential for success in this role. This position is offered as a remote role. Specific work hours and schedule will be determined in collaboration with the hiring manager.

Provides advanced administrative support and coordinates clinical education data operations

• Provides advanced-level administrative support for Clinical Site Development and Clinical Education operations
• Tracks status of ongoing operational activities, projects, and requests; follows up with Clinical Site Development and Clinical Education teams as needed
• Evaluates workflows and communicates recommendations to improve operational efficiency, consistency, and data quality
• Supports the effective administration and maintenance of clinical education records, databases, and related technologies (e.g., Exxat Prism, Qualtrics, and Salesforce) to promote accurate and efficient data management
• Coordinates calendars, meetings, and scheduling activities supporting Clinical Site Development, Clinical Education teams, and affiliated clinical education sites

Maintains clinical education data integrity and operational records

• Collects, researches, verifies, and updates clinical education data to maintain the accuracy and integrity of operational records, databases, and supporting documentation
• Performs routine and large-scale audits of clinical education sites, locations, personnel, and associated records to identify discrepancies and ensure data accuracy
• Prepares, maintains, and updates spreadsheets, databases, reports, and other operational records supporting Clinical Site Development and Clinical Education operations
• Proofreads, edits, and validates documents and data to ensure completeness, consistency, and accuracy
• Gathers data, conducts research, and organizes information to support operational decision-making, reporting, and process improvement initiatives

Coordinates operational communications and information management

• Serves as a resource for Clinical Site Development and Clinical Education teams by coordinating operational communications and disseminating information to internal and external stakeholders, as appropriate
• Monitors shared communication channels, prioritizes incoming requests, and briefs Clinical Site Development and Clinical Education teams on matters requiring attention
• Escalates time-sensitive or high-priority matters to appropriate team members
• Prepares, facilities, and manages confidential communications, records, and information
• Represents Clinical Site Development at internal or external meetings and events, as appropriate, in support of departmental initiatives

Plans and coordinates meetings and operational activities

• Assists in planning meetings and operational activities, including identifying topics, proposing schedules, preparing agendas, and coordinating related activities
• Assists with operational projects supporting Clinical Site Development and Clinical Education operations
• Coordinates project activities, tracks progress, and follows up on assigned action items
• Assists with preparation and organization of materials supporting departmental communications, outreach, and training activities
• Supports initiatives that strengthen and maintain relationships with affiliated clinical education sites

Basic Requirements: Knowledge and experience typically acquired by:

• High School Diploma
• 5 years of related administrative, operational, or data management experience
• Strong technical aptitude and proficiency using business software applications and databases
• Advanced proficiency with Microsoft 365 applications, including Word, Excel, Outlook, Teams, and other business productivity tools; strong spreadsheet and database management skills
• Demonstrated experience using collaborative document platforms and cloud-based file management systems (Box, OneDrive, SharePoint preferred)
• Experience maintaining accurate records and managing large volumes of data with a high degree of accuracy and attention to detail
• Excellent organizational, analytical, communication, collaboration, and interpersonal skills
• Ability to prioritize multiple responsibilities, manage competing deadlines, and work independently and collaboratively

Preferred Qualifications:

• Associate's Degree
• Experience managing or maintaining databases, preferably including Exxat, Qualtrics, Salesforce, or similar data management systems
• Experience conducting data audits, maintaining data quality, or supporting operational reporting
• Experience supporting healthcare, higher education, clinical education operations, or academic administration
• Experience coordinating with external organizations or stakeholders
• Customer service or client support experience in a professional environment

Pay Range

Minimum $27.85, Midpoint $33.15, Maximum $38.50 Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.