Jobs at Cummings School of Veterinary Medicine at Tufts University (Now Hiring) — 26 open

Under limited supervision of the Department Administrator, the Administrative Coordinator performs complex and diverse administrative duties for the Music Department. This position serves as a “front-of-house” and customer service manager in a busy office, and central source of information and problem-solving for students, faculty, staff, and external constituents; regularly answers questions about the department through phone, email, and face-to-face communication. Assists the DA, chair, and building manager on complex and advanced projects, administrative upkeep, and problem-solving. Performs a broad array of administrative duties supporting an academic department with diverse curricular and performance offerings. The ideal candidate blends digital competence, administrative know-how, friendly customer-centric service, light mentoring ability, and some knowledge of musical performance and musical instruments. This role is in-person during the academic year, with hybrid flexibility during summer months.

Essential Functions: 

Provides daily administrative support and oversees office operations:

• Provides advanced level administrative support for department 
• Oversees daily operation of front-of-house; track status on ongoing matters and follow up as required 
• Evaluates workflow and reallocates resources and/or redesigns processes to meet office needs and customer service
• Assists with hiring; trains students and/or temporary workers
• Provides direction and guidance to student staff and provides feedback on their work performance
• Oversees and evaluates office automation and information technology needs
• May assist with faculty search logistics

Serves as primary department contact for customers:

• Serves in a highly visible capacity as resource for department including frequent interactions with internal and external customers; communicates on behalf of Department Administrator and Chair and other staff to explain or disseminate information
• Triages phone calls and prioritizes mail; briefs faculty or managers on issues needing immediate attention
• Explains department policies and procedures
• Researches and resolves customer problems and concerns
• Escalates emergencies, and other time sensitive issues
• Prepares, facilitates and manages confidential communications and information
• Manages department elists

Manages Department Spaces and Musical Equipment

• Oversees practice room and some classroom use; schedules private lessons and personal use of spaces
• Manages office supplies and services; advises on technology needs and troubleshooting
• Assists Building Manager with oversight and inventory of fleet of department-owned musical instruments; arranges repairs and replacements; manages student instrument and locker rentals
• Manages key and swipe access
• Assists in resolving minor technology issues

Assists Coordination of Meetings or Special Events:

• Assists in planning logistics for events including space booking, travel, and catering
• Contacts speakers or presenters, arranges for payment or honorarium
• May coordinate logistics on-site during small events or programs
• Supports Music Department ensembles as needed

Assisting Department Administrator on payroll, payments, budget, personnel, and enrollment issues

• Maintains department timekeeping spreadsheet and approves student timecards
• Processes roughly 80% of department payments and honoraria
• Assists vendors with onboarding and troubleshooting
• Assists DA with overseeing department spending and resolves problems
• Provides ad hoc reports on student enrollment and data analysis on budgetary or enrollment issues
• Helps maintain department website