"Administrative Coordinator - OVPR"

Overview

The Office of the Vice Provost for Research (OVPR) at Tufts University supports the research community through services in proposal development, research administration, intellectual property, safety and compliance, and research policy. OVPR collaborates closely with schools across Tufts and with Tufts Medical Center to ensure regulatory compliance, strengthen research operations, and enhance opportunities for research and scholarship.

This position is part of the Business Operations team within OVPR’s Administrative Core, which manages key operational services that support the office’s mission.

This is a hybrid position. For the first 90 days, the role is expected to be on site three days per week; after that, the schedule may shift to two days on site and three days remote based on performance and operational needs.

What You'll Do

Reporting to the Assistant Director, Business Operations, and working under minimal supervision, the Administrative Coordinator plays a key role on a cohesive, cross-trained, and supportive team that values collaboration, professional growth, and a community-oriented work environment. This role provides advanced administrative, operational, and communications support to the Office of the Vice Provost for Research (OVPR).

Key responsibilities include:

Administrative & Operational Support

• Manage daily front-office operations and serve as a primary point of contact for faculty, staff, students, and external stakeholders.
• Maintain complex calendars, schedule meetings, coordinate logistics, and track ongoing matters requiring follow-up.
• Prepare, process, and track administrative actions, documents, and records.

Communications & Document Production

• Draft, proofread, and edit correspondence, reports, presentations, and other materials.
• Create spreadsheets, databases, and visual materials such as charts or graphics.
• Handle confidential information with discretion and ensure timely, accurate communication.

Program, Project & Committee Support

• Coordinate program activities and project workflows, including preparing agendas, taking minutes, tracking action items, and maintaining documentation.
• Update web content and prepare materials for internal or external audiences.
• Troubleshoot issues and direct complex inquiries to appropriate OVPR staff.

Event Planning & Coordination

• Assist in planning and executing meetings, workshops, and special events.
• Coordinate speakers, invitations, promotional materials, logistics, and on-site event support.

Budget & Financial Support

• Assist with developing and monitoring budgets for projects and events.
• Track expenditures, resolve discrepancies, and prepare financial summaries in collaboration with the budget officer.

What We're Looking For

Application Instructions: In addition to your resume, please include a cover letter that describes your interest in the role and highlights the skills and experience that make you a strong fit.

Basic Requirements:

• Knowledge and experience typically acquired through the completion of a high school diploma/GED and 5+ years of administrative experience, OR the completion of a bachelor’s degree and 3+ years of administrative experience.
• Proficiency with Microsoft Office Suite, with the ability to produce professional documents, spreadsheets, and presentations, and comfort working with graphics/layout tools and databases.
• Strong organizational, interpersonal, and communication skills, with the ability to manage multiple priorities and maintain confidentiality.
• Demonstrated ability to prepare accurate documents, reports, spreadsheets, and presentations with strong attention to detail.
• Ability to work independently under minimal supervision, exercise good judgment, and take initiative in a fast-paced environment.

Preferred Qualifications:

• Experience working in higher education, research administration, or a large, decentralized organization.
• Familiarity with financial tracking or basic bookkeeping.
• Experience supporting executive-level leaders, including calendar management or event coordination.
• Comfort with database systems, web content updates, and/or basic design or layout tools.

Pay Range

Minimum $27.30, Midpoint $32.50, Maximum $37.70

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.