Operations Coordinator - Academic Space Management

Overview

The Office of Academic & Research Spaces (ARS) coordinates the operation and management of science, engineering, and interdisciplinary spaces on the Medford campus. The Office of Academic & Research Spaces serves as a resource for the leadership of the School of Arts & Sciences and the School of Engineering when setting priorities for the development and use of research spaces. Specifically the staff of the Office of Academic & Research Spaces directly oversees the operation of the Science & Engineering Center, the Collaborative Learning & Innovation Complex, Barnum Hall, and the Joyce Cummings Center. In addition, the Office provides advice for the utilization, renovation, and maintenance of the science and engineering laboratory buildings on campus, including 200 Boston Ave., Michael & Pearson Research Building, Halligan Hall, the Psychology Building, Bray Laboratory Building, and the Science & Technology Center.

What You'll Do

The Operations Coordinator for the Office of Academic & Research Space (ARS) is primarily responsible for the daily operations and management of the Collaborative Learning & Innovation Complex (CLIC). Hours are 9 am - 5 pm, Monday - Friday. Provides administrative support to the Director. Manages all front-office responsibilities including ordering supplies as well as managing office equipment and maintenance agreements. Directly supervises student Office Assistants and completes weekly payroll procedures for approximately 20 OARS student employees. Manages the needs of the CLIC Administrative Hub and Reception Area throughout the day. Keeps track of all administrative hub equipment and paperwork, updating when necessary. Manages space reservation process within CLIC. Serves as a liaison to all occupants and users of CLIC, providing appropriate administrative support to those departments and programs within the complex. Manages card access and key distribution process for the complex. Manages content on the CLIC website under the direction of the Director. Updates and generates content for any informational displays within the complex. Maintains electronic contact lists for the CLIC occupants and regularly distributes operational updates as necessary. Directly supervises student Office Assistants and assists with overall supervision of over 20 student employees per semester. Serves as a direct contact for Tufts Facilities in the regular maintenance of the complex including the submission of appropriate work orders. Serves as a direct point of contact for Tufts Public Safety within the complex. Work station is within the CLIC Administrative Hub, a very busy reception area with frequent interruptions. Works with an operations team that will be overseen by the Director and include similar positions based at other facilities. While the primary responsibility for the coordinator will be the CLIC building, at the discretion of the Director, the CLIC Coordinator may be asked to provide support at other buildings overseen by the Office of Academic & Research Spaces.

• Oversees the daily operations of the Collaborative Learning & Innovation Complex (CLIC) administrative office. This includes serving as the staff contact person for internal and external constituents. Provides support for Director. Assists Director with maintaining and reconciling department budgets. Schedules meetings, prepares documents, files, copies, collates as requested. Manages building website and elists. Orders and manages office and building supplies. Manages office equipment and maintenance agreements. Serves as office and building contact to University facilities and maintenance department. Attends staff meetings as scheduled.
• Assists with hiring, training and supervising 10 - 20 student Office Assistants. Creates schedule and delegates daily responsibility to Office Assistants. Provides direction, guidance and evaluation for Office Assistants. Processes weekly payroll for student employees.
• Manages the room reservations for meetings and events within the shared spaces of the complex. This includes insuring that users abide by appropriate policies and procedures related to event size, TUPD detail requirements, securing facilities work orders for set up and clean up, and overall use of the complex.
• At the discretion of the Director, the Coordinator will provide administrative and operational support to other spaces under the oversight of the Office of Academic & Research Space.

What We're Looking For

Basic Requirements:
Knowledge and experience typically acquired by:

• High School Diploma
• 2-3 years related operations experience
• Proficient in Microsoft Word and Excel
• Experience with databases, ability to learn new software applications, including the ems reservation system
• Experience with web page management

Preferred Qualifications:

• Bachelor's Degree
• Experience in higher education

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.