Administrative and Projects Coordinator - Friedman School of Nutrition
August 24, 2018
Administrative and Projects Coordinator - Friedman School of Nutrition - (18001524)
Job Summary Reporting directly to the Executive Administrative Dean (EAD) and with a dotted-line reporting relationship to the Director of Business Operations (DBO), the Administrative and Projects Coordinator provides high-level, complex and varied administrative and program support to the EAD and independently manages special projects and assignments. The Administrative and Projects Coordinator's responsibilities span event and initiative coordination, administrative support, and business operations support. The Administrative and Projects Coordinator participates as part of the school's broader administrative support team and offers and receives back-up support as needed.
Essential Functions Special Events and Special Projects – 60%
Coordinates special projects and initiatives led by the EAD, including staffing the Administrative Cabinet meetings and coordinating activities related to strategic plan-related initiatives and school performance indicator tracking needs lead by the EAD.
Coordinates and staffs special meetings and events, working with School leadership and various contacts across the school and university, as well as external stakeholders.
Conducts independent research in support of special projects.
Executive Administrative Support – 20%
Drafts and edits correspondence; creates complex documents, reports, and presentations; prepares briefing materials; develops and organizes agendas.
Engages in research, analysis, and/or preparation of data, issues, or other needs for the EAD.
Schedules meetings and maintains the EAD's calendar.
Tracks status of ongoing matters and follows up as required.
Addresses questions and needs on behalf of the EAD as appropriate.
Provides administrative support to the DBO.
Participates in team meetings, trainings, and activities for staff. Provides back-up support for other staff as needed.
Business Operations Coordination – 20%
Serves as Friedman School's primary liaison to Facilities for a variety of needs, including, phone installations, office moves, furniture rearrangement, and cleaning; serves as a liaison to TTS, TSS, Educational Media, and EMS scheduling.
Coordinates affiliate account creation, extension, and tracking.
Updates elists, building access lists, occupancy lists, and computer inventory.
Coordinates operational onboarding/offboarding needs for new and departing staff.
Supervises part-time worker assigned to support the below tasks and/or coordinates these tasks directly:
Reserves conference rooms for faculty, staff, and students.
Maintains kitchens, lounges, conference rooms and classrooms, print/copy facilities, supply areas, mailboxes, signs/directories, and other spaces.
Addresses miscellaneous inquiries and directs to other contacts as relevant.
Bachelor's degree and 3 or more years of relevant administrative experience in an academic, medical, or business setting, or equivalent combination of education and experience.
High level computer skills, especially Microsoft Office applications.
Excellent written, verbal, organizational, time management, and interpersonal skills.
Superb proofreading and editing abilities.
Excellent attention to detail.
Ability to communicate professionally, discreetly, and tactfully.
Ability to work effectively and to produce accurate and professional work products.
Ability and willingness to learn new tasks and functions quickly, seek guidance and training as needed, and ask questions as appropriate.
Ability to function independently with minimal supervision.
Proven project or program management experience.
Ability to prioritize multiple demands.
A proactive approach with demonstrated ability to think quickly, disseminate information, problem-solve, and bring issues to resolution.
Self-initiative, confidence, and good judgment.
Ability to properly manage confidential information.
An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.
Primary Location: United States-Massachusetts-Boston
Job: Administrative Support
Organization: Business Operations
Employee Status: Regular Schedule: Full-time
Job Posting: Oct 10, 2018, 8:00:43 PM
Internal Number: 85620
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