Administrative Coordinator - Occupational Therapy

Overview

Tufts University Department of Occupational Therapy is one of the country's top-ranked programs. Through our education, research, and practice, we promote individuals, communities and populations with a wide range of needs and experiences to be able to participate in meaningful activity that supports health and well-being. The department currently offers 3 levels of occupational therapy degrees: a post-baccalaureate entry-level doctoral degree, a post-professional master's degree, and a post-professional doctoral degree. As part of occupational therapy’s degree requirements, students must successfully complete several experiences, including community engaged learning, fieldwork, and doctoral capstone. Tufts’ experiential learning team, led by the Academic Fieldwork Coordinator (AFWC), Doctoral Experience Capstone (DEC) Coordinator, and Level I Fieldwork Coordinator, arrange placements in collaboration with students and fieldwork educators/site coordinators from contractually affiliated sites and through coordinated simulation experiences. The Occupational Therapy department affiliates with more than 400 facilities & networks nationwide and maintains necessary legal agreements accordingly. These affiliates are utilized for approximately 75-100 Level II fieldwork placements, 35 DEC placements, and 150-200 Level I fieldwork placements per year. Additionally, approximately 100 community engaged learning placements are secured for students over the course of their academic preparation (2 years).

Per accreditation standards, Fieldwork and DEC are a degree requirement and function as the “bridge” between academic, leadership, and professional roles for our students.

What You'll Do

Under limited supervision, provides advanced administrative support and coordinates operations for department or business unit. Handles confidential situations, resolves problems and serves as primary resource for students, faculty staff and other constituents.

• Serves as highly visible resource for internal and external constituents; explains/enforces department policies and procedures; researches and resolves escalated problems or concerns and may communicate on behalf of managers. May monitor and request updates to website and social media channels and work with marketing and communications team on communications projects and materials.
• Produces and edits complex documents, reports, spreadsheets and material for presentations. Responds to routine correspondence; prepares meeting agendas and minutes.
• Coordinates multiple calendars and schedules complex meetings and logistics that may include external groups/constituents.
• Oversees daily operations of department or business unit. Evaluates workflow, productivity and customer service. Oversees services from university departments to ensure technology, facilities, procurement and other needs are met.
• Oversees databases and file systems. Manipulates and audits data or requests data from other sources for reports for analysis.
• Coordinates plans and logistics for projects and larger scale events. Handles marketing and publicity, communication with speakers and coordination of venue. Tracks project timelines and deliverables.
• Monitors and tracks expenditures, researches and resolves problems, prepares reports, assists with assigned projections and works with department/unit leadership as needed. May assist with monitoring grants and contracts.
• Trains new support staff, students and temporary help. May provide direction, guidance and feedback on work performance. Prepares and monitors human resources and payroll transactions.
• Performs other duties as needed.

What We're Looking For

Basic Requirements:
Knowledge and experience typically acquired by:

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

Pay Range