Business Administration Manager

Overview

The Operations Division at Tufts includes facilities, design and construction, campus and capital renewal planning, real estate, campus safety, dining, auxiliary services, and other related services on multiple campuses across 6 million square feet in 250 buildings. Operations services four campuses in Massachusetts: the main campus in Medford/Somerville, the health sciences and SMFA campuses in Boston and the veterinary school campus in Grafton. The Operations Division supports Tufts University’s mission in teaching, research, and clinics by providing stewardship, recommendations, services and advice in its primary areas of obligation: optimizing use of space and real estate, strategic and responsible management of the built environment, creating a secure campus environment and infrastructure, promoting best-in-class sustainability practices and policies, and creating exceptional community experiences that enhance Tufts’ reputation and brand.

The Division employs approximately 600 staff members across nine departments including three unions in public safety, dining, and facilities. The annual operating budget is $125 million, and the Division manages $150+ million annually in capital projects including $55 million in capital renewal funding.

Please review the Application Instructions under "What We're Looking For" for specific guidance on submitting your cover letter.

What You'll Do

The Business Administration Manager provides high-level administrative, operational, and strategic support to the Vice President and Associate Vice President of Operations, as well as other senior members of the Operations leadership team. This position serves as a trusted partner and central coordination point for Operations administration, requiring leadership, discretion, judgment, and professionalism handling highly confidential and sensitive information.

They are responsible for managing complex calendars, anticipating upcoming needs, supporting meeting preparation and follow-up, and ensuring smooth day-to-day office operations. In addition to executive support, this position oversees and mentors a team of three administrative assistants (2 FTE), establishing best practices, promoting consistency, and driving continuous improvement across administrative processes.

The Business Administration Manager is highly organized, detail-oriented, proactive, and adept at balancing multiple priorities in a fast-paced environment. The role requires excellent written and verbal communication skills and the ability to interact effectively with a wide range of stakeholders, including trustees, senior university leaders, faculty, external partners, and at times parents and students.

A strong emphasis is placed on process improvement, operational efficiency, and effective use of technology. This position will actively look for opportunities to streamline workflows, improve communication practices, and leverage tools and systems to enhance productivity and service delivery across the Operations leadership offices.

This position plays a critical role in enabling effective leadership, fostering a high-functioning administrative team, and ensuring the Operations Division operates with efficiency and professionalism.

• Provide high level administrative and strategic support to the Vice President, Associate Vice President, and 2-3 additional senior Operations leaders, including managing complex calendars, anticipating needs, and supporting meeting preparation and follow-up. Take the time to understand the full spectrum of leadership, governance, and standing meetings generated by the VP Operations office. Take a proactive role in ensuring meetings are scheduled within the appropriate cycles and timeframes. Conduct a weekly calendar review with each executive to identify conflicts, gaps, or upcoming pressure points.
• Oversee and lead a team of administrative assistants, fostering a collaborative, high-performing culture focused on accountability, service excellence, and continuous improvement.
• Draft, review, and manage high level correspondence and communications on behalf of Operations leadership, ensuring accuracy, timeliness, and alignment with institutional standards. Manage sensitive and highly confidential information with discretion, sound judgment, and professionalism while serving as a trusted partner to senior Operations leadership.
• Coordinate priorities and logistics across multiple projects, including action item tracking, leadership activities and events, staff onboarding, and continuous improvement of administrative processes.

What We're Looking For

Basic Requirements:

Knowledge and experience typically acquired by:

• Bachelor's Degree or equivalent combination of education and relevant experience.
• Minimum of 5-7 years of progressive administrative experience, supporting senior leadership or executives in a complex organization.
• Demonstrated experience handling highly confidential and sensitive information with discretion and sound judgment.
• Proven ability to manage complex calendars, meetings, and competing priorities in a fast-paced environment.
• Experience providing functional oversight, coordination, or mentoring of other administrative staff.
• Strong organizational skills and exceptional attention to detail, with the ability to balance multiple priorities simultaneously.
• Excellent written and verbal communication skills, with the ability to interact professionally with senior leaders, trustees, faculty, staff, students, parents, and external partners.
• Proficiency with standard office and collaboration technologies (e.g., Microsoft Office/365, calendaring systems, document management tools) and ability to adapt quickly to new systems.
• Demonstrated ability to identify opportunities for process improvement, efficiency, and effective use of technology.
• Highly proactive, self-directed, and able to anticipate needs and follow through independently.

Special Work Schedule Requirements:

This job involves responsibilities that are performed in a hybrid working environment - with the expectation of being in the office 4 to at times 5 days a week. May require occasional travel to Boston or Grafton campuses.

Application Instructions:

In addition to a resume, please submit a brief cover letter describing your experience supporting senior leaders and managing complex administrative operations in a fast-paced, highly confidential environment. Candidates are encouraged to highlight relevant experience such as executive calendar management, coordination of meetings and priorities, process improvement, team oversight or mentoring, and effective use of technology to improve workflows. You may also wish to share your approach to partnership with senior leadership, handling sensitive information with discretion, what draws you to this opportunity at Tufts, and the impact or goals you hope to achieve in a central administrative leadership role.

We encourage concise, focused responses rather than general statements of interest.

Pay Range

Minimum $79,600.00, Midpoint $99,600.00, Maximum $119,500.00

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