Administrative Coordinator - Student Life, School of Arts and Sciences

Dean Of Students Office Administrative Coordinator

The Dean of Students Office is a central resource for students in Tufts University's Schools of Arts & Sciences and Engineering and plays an important role in fostering student success, well-being, belonging, and engagement. As part of the Division of Student Life, the office helps students navigate their Tufts experience, connects them with resources and support, and works collaboratively with colleagues across the university to promote a positive and inclusive student experience. The Dean of Students Office provides leadership and coordination across a broad range of areas, including student support, orientation and transition programs, residential life, community standards, and other initiatives that support students throughout their time at Tufts.

Under general supervision, the Administrative Coordinator provides comprehensive administrative and operational support to the Dean of Students Office. Serving in a highly visible and student-facing capacity, the Administrative Coordinator is often a first point of contact for students, families, faculty, staff, and other constituents and helps connect individuals with appropriate resources and information. The position handles a range of inquiries and requests, including matters that may be sensitive or confidential, and exercises sound judgment in determining appropriate next steps and referrals. The Administrative Coordinator supports the daily operations of the office, including calendar and meeting coordination, correspondence, document preparation, records and information management, purchasing and expense-related processes, and general office administration. The position assists with tracking information and gathering data; and supports meetings, special events, programs, and projects. Working collaboratively with colleagues across the Dean of Students Office and the Division of Student Life, the Administrative Coordinator helps ensure responsive, organized, and effective administrative support for the department and the students it serves.

Serves as a primary point of contact for the Dean of Students Office:

• Serves in a highly visible capacity as a primary resource for the Dean of Students Office, interacting frequently with students, families, faculty, staff, and other internal and external constituents.
• Responds to and triages inquiries received by phone, email, and in person; assesses the nature and urgency of requests and connects individuals with the appropriate staff member, office, or university resource.
• Provides accurate information about office and university policies, procedures, resources, and services and assists individuals in navigating appropriate processes.
• Researches and helps resolve routine questions and concerns, exercising sound judgment and discretion in determining when matters require consultation or escalation.
• Recognizes and promptly escalates urgent, sensitive, or time-sensitive matters to appropriate staff and follows established protocols for emergency situations.
• Handles sensitive and confidential information and communications with a high degree of professionalism, discretion, and attention to privacy.
• Communicates on behalf of the Dean of Students Office and its leadership, as appropriate, to share information and facilitate timely responses and follow-up.

Coordinates departmental meetings and administrative initiatives:

• Coordinates meetings, including scheduling, preparing and distributing agendas and materials, and documenting key decisions and action items, as appropriate.
• Assists with the recruitment, hiring, onboarding, training, scheduling, and day-to-day supervision of graduate interns, student employees, and temporary staff, helping ensure effective front office operations and administrative support for the Dean of Students Office.
• Tracks project timelines, deliverables, and action items and follows up with project or committee members to support timely completion.
• Organizes and maintains committee and project-related information, documentation, and shared resources.
• Assists with the administrative coordination of cross-functional initiatives and other projects that support the work of the Dean of Students Office.

Maintains departmental information, records, and administrative resources:

• Gathers data, conducts research, and organizes information to support departmental operations, projects, programs, and initiatives.
• Creates and maintains spreadsheets, databases, tracking tools, and other records and prepares reports, tables, and summaries as needed.
• Maintains organized and accurate departmental files, records, and shared resources in accordance with university practices and confidentiality requirements.

Coordinates departmental financial administration, purchasing, and expense reconciliation:

• Provides administrative support for departmental financial operations, including purchasing, expense reconciliation, invoice processing, reimbursements, and other financial transactions.
• Manages expense and receipt reconciliation processes for multiple members of the Dean of Students Office leadership team, with varying transaction volumes and administrative needs, in accordance with university financial policies and documentation requirements.
• Manages high-volume receipt collection and reconciliation processes, including reviewing, organizing, tracking, and reconciling transactions and following up with individual cardholders to obtain required receipts and supporting documentation.
• Creates and maintains organized systems for receipt collection, transaction tracking, categorization, documentation, and follow-up to support accurate and timely reconciliation.
• Reviews financial transactions and supporting documentation for completeness and accuracy and follows up with appropriate individuals to obtain missing information or resolve discrepancies.
• Monitors the status of purchasing, reimbursements, invoices, and other financial transactions and follows up as needed to support timely processing and resolution.
• Maintains accurate and organized financial records and documentation in accordance with university policies and recordkeeping requirements.
• Serves as a departmental resource for routine financial administrative processes and works collaboratively with university finance, procurement, and administrative partners to troubleshoot and resolve issues.
• Assists with tracking departmental expenditures and preparing financial summaries or reports, as requested.

Plans and coordinates the logistics and execution of meetings, programs, and special events:

• Coordinates the administrative, operational, and logistical aspects of departmental meetings, programs, and special events from initial planning through on-site execution and post-event closeout.
• Works with event organizers and departmental colleagues to identify event needs, timelines, locations, room configurations, technology requirements, catering, materials, accessibility considerations, and other logistical needs.
• Reserves and coordinates event spaces and serves as a primary liaison with university departments and external vendors, including facilities, catering, audiovisual services, and other service providers.
• Coordinates event-related logistics, including room set-up and breakdown, furniture and equipment needs, catering orders, audiovisual and technology support, signage, materials, supplies, and other operational details.
• Develops and maintains event timelines, planning checklists, reservations, orders, and other logistical documentation to ensure that all arrangements are completed accurately and on schedule.
• Coordinates logistical arrangements for speakers, presenters, and guests, including scheduling, communications, travel or accommodations, and payments, as applicable.
• Coordinates event communications, including calendar invitations and logistical updates, as appropriate.
• Serves as the primary on-site logistical contact for assigned events, arriving in advance to oversee set-up, troubleshoot issues, coordinate with service providers, and ensure the event is prepared to begin as scheduled.
• Provides on-site support throughout assigned events and responds to operational or logistical needs as they arise.
• Oversees post-event breakdown and closeout, ensuring that event spaces are appropriately cleared, materials and equipment are collected, and spaces are left in accordance with university and venue requirements.
• Processes and tracks event-related expenses, invoices, payments, and other administrative follow-up, as appropriate.

Provides administrative coordination for departmental projects, programs, and initiatives:

• Supports the administrative implementation of departmental processes and workflows, including managing forms, tracking submissions, entering and maintaining information in university systems, and opening, initiating, and maintaining administrative components of cases in Maxient and other university systems, as assigned.
• Provides administrative and operational support for departmental projects, programs, initiatives, and working groups to support the evolving needs of the Dean of Students Office.
• Coordinates project and program logistics, tracks timelines and action items, and follows up as needed to support timely completion.
• Organizes and maintains project- and program-related information, data, documentation, and shared resources.
• Assists with testing, implementing, and maintaining administrative processes, systems, and workflows that support the work of the Dean of Students Office.
• Provides flexible administrative support across the Dean of Students Office to respond to evolving departmental priorities, staffing changes, new initiatives, and operational needs.

What We're Looking For:

Basic Requirements:

• High School /GED
• College degree may serve as a substitute for some years of experience
• Related Experience 5+ years
• Advanced knowledge of Microsoft office suite
• Ability to monitor financial transactions
• Strong organizational and interpersonal skills