Tufts Clinical and Translational Science Institute (CTSI) (https://www.tuftsctsi.org/), one of more than 50 organizations supported by NIH Clinical and Translational Science Awards (CTSAs), was established in 2008 to transform the scientific research process through education, collaboration, and providing of infrastructure services. Tufts CTSI accelerates translation of laboratory research into clinical use, medical practice, and health policy.
The Administrative Coordinator will work closely with leadership on initiatives overseen by the Tufts CTSI Central Office to support general operations and faculty and staff activities. Key responsibilities include organizing meeting and event logistics, providing clerical support, and tracking project activities ensuring assignments and milestones are completed on time. This position will also provide administrative support as needed for a variety of special projects with an emphasis on collecting, organizing, and managing project information and data.
Collect, organize and review data and program information for proposals, reports, presentations, and evaluations.
Use technology to ensure project tracking and data accuracy for grants and projects; enter data and manage databases.
Maintain office directories, shared calendars, organizational charts, shared drives, mailing lists
Order and maintain office supplies and equipment.
Manage on-site and virtual events and meetings, including scheduling and logistical arrangements, serving as liaison to presenters/invitees, agenda preparation, materials distribution, minutes, follow-up, media, and audio-visual needs.
Manage calendars and appointments. Answer telephone calls and distribute email inquiries.
Connect internal and external customers with information and staff contacts.
Manage environmental and equipment maintenance, installation, and repair. Coordinate building projects and office moves.
Assist with recruiting and hiring efforts including advertising positions, scheduling interviews, and working with the Tufts Medical Center Human Resources Department to coordinate logistics.
On-board new employees providing training where applicable, to promote effective integration into Tufts CTSI. Off-board employees to ensure successful exit.
Make travel and hotel arrangements and prepare travel expense reports and reimbursement documentation.
Assist with IT needs and problems across the organization.
Trouble-shoot problems, provide recommendations for improvements and work effectively with others to implement as needed.
Maintain collaborative, team relationships with peers and colleagues to contribute effectively to the achievement of goals and to help foster a positive work environment.
Handle sensitive and confidential information.
Perform other similar and related duties as required or directed.
Bachelor’s degree required.
Training and experience in database reporting, data entry and accuracy desirable.
Two or more years of experience in an academic or medical research setting highly desirable.
An equivalent combination of education and experience, which provides proficiency in the areas of responsibility listed above, may be substituted for the above education and experience requirements.
Keen attention to detail is essential.
Excellent interpersonal skills to work effectively with researchers, colleagues, administrators and customers. Outstanding customer service skills required.
Strong work ethic with the ability to carry out tasks independently once trained.
Demonstrated knowledge of Microsoft Office Suite (Access, Excel, PowerPoint, Project, Visio and Word), Adobe Acrobat, Internet, WebEx, Videoconferencing, and other computer software is required. Must be facile with Excel and PowerPoint.
Understanding of data management and ability to perform data entry and retrieval, queries, formulas utilizing Excel. Familiarity with Access desirable.
Excellent organizational skills to manage work flow independently. Ability to prioritize quickly and appropriately.
Must be able to multitask, working on multiple projects.
Ability to effectively process highly detailed information and present data in reports. Meticulous attention to detail with excellent data management and organizational skills.
Knowledge of routine office and computer equipment for troubleshooting, including fax machines, copiers and scanners.