Head of Programme Management

Overview The mission of the Office of Multicultural Affairs (OMA) is to promote the knowledge, attitude and skills for students, faculty and staff to achieve inclusive excellence and a sense of belonging at the School of Medicine. The OMA manages and oversees the execution and support of several distinct programs, stakeholder groups/task forces/committees and events that support the mission of the medical school and Tufts University.

What You'll Do The OMA Program Coordinator provides comprehensive administrative, logistical, and operational support to the Office for Multicultural Affairs. Reporting to the OMA Program Manager, this role serves as the frontline coordinator for office operations, program logistics, committee support, and event execution. The Program Coordinator ensures the efficient day-to-day functioning of OMA programs and activities by managing calendars, coordinating meetings and events, maintaining records and systems, supporting student-facing processes, and facilitating communication across stakeholders. This role does not include supervisory or strategic management responsibilities but plays a critical executional role in supporting the Program Manager's oversight of all OMA and Global Health initiatives. The position requires strong organizational skills, discretion in handling confidential information, attention to detail, and the ability to manage multiple concurrent priorities in a fast-paced academic environment.

Executive & Committee Support

Provides high-level administrative coordination in support of the OMA Program Manager and OMA Deans.

Manages complex calendars, scheduling requests, and meeting logistics

Coordinates Global Health and Committee on Belonging and Inclusion (CBI) meetings and other OMA-related committees

Prepares agendas, distributes materials, records minutes, and tracks action items

Manages correspondence and monitors shared inboxes

Exercises discretion in handling confidential and sensitive information

Serves as administrative liaison with internal offices (Dean's Office, Provost, Admissions, Advancement, etc.)

Reconciliation of Global Health Lead Faculty leads travel costs

Program & Student-Facing Administrative Support

Provides operational support across OMA and Global Health programs under the direction of the Program Manager.

Supports application processing, tracking systems, and documentation

Assists with selection committee logistics and communication of program decisions

Coordinates student onboarding, registration, and scheduling

Maintains program tracking spreadsheets and documentation

Administers surveys and evaluations (e.g., via Qualtrics) and prepares summary reports

Assists with away rotation logistics and student program experiences

Responds to general student inquiries and directs matters to the Program Manager as appropriate

Event & Logistics Coordination

Serves as the primary logistical coordinator for OMA and Global Health events.

Coordinates room reservations, catering, security, IT, custodial services, and speaker logistics

Prepares invitations and manages RSVP tracking

Supports travel arrangements, reimbursements, insurance documentation, and vendor payments

Provides on-site event support, including orientation sessions, speaker events, pathway program activities, and graduation-related events

Assists with faculty development sessions and outreach programming

Administrative Infrastructure & Systems Management

Maintains organized shared drives, digital files, and compliance documentation

Tracks grant disbursements, invoices, and payment processing

Monitors operational workflows and flags issues to the Program Manager

Updates and maintains OMA and Global Health webpages and digital content

Ensures accurate documentation of program materials and communications

General Office & Operational Support

Maintains office supplies and coordinates general office needs

Supports special projects as assigned by the Program Manager

Assists with preparation of materials for reports, presentations, and donor communications

What We're Looking For Basic Requirements:

Knowledge and experience typically acquired by:

Associate's Degree

3 years

Works proficiently with several Microsoft programs, Qualtrics, and Outlook Applications;

Exhibits a high degree of professionalism.

Demonstrated ability to manage multiple priorities and meet deadlines.

Strong organizational skills and attention to detail.

Ability to handle confidential information with discretion.

Excellent written and verbal communication skills.

Preferred Qualifications:

Bachelor's Degree

Experience in higher education or academic medicine

Experience supporting committees and executive leadership

Familiarity with event planning and logistics coordination

Comfort using AI-enabled tools to improve workflow efficiency

Strong customer service orientation

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.

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