Administrative Coordinator, Gordon Institute

Overview

Tufts Gordon Institute (TGI), based within Tufts University’s School of Engineering, develops leaders across the university community who combine technical expertise, strategic thinking, and human insight to create meaningful impact in organizations and communities. TGI’s programs span undergraduate minors, graduate degrees, professional learning, and organizational partnerships—equipping learners to turn bold ideas into action and drive transformation across sectors. TGI serves a broad audience including undergraduates exploring applied business and innovation, recent graduates seeking accelerated skill building, working professionals progressing into leadership roles, and organizations that partner with TGI for talent development and innovation support.

TGI’s ecosystem includes two major centers that expand its reach and educational impact: • The Auster Center for Applied Innovation & Research, which focuses on solving emerging challenges through applied research, industry collaboration, and innovation initiatives. • The Derby Entrepreneurship Center, which develops entrepreneurial mindsets and skillsets through undergraduate academic programs, hands-on learning experiences, and equity-free funding through competitions, prizes, internships and awards.

Together, these centers and programs create a comprehensive platform for developing innovative leaders who can navigate the intersection of business, technology, and societal need.

What You'll Do

The Administrative Coordinator is the public face and a key member of the Tufts Gordon Institute administrative team. Under limited supervision, this individual provides advanced administrative support and coordinates operations to ensure the smooth functioning of the unit. The role manages complex calendars and travel for the Executive Director, oversees daily departmental operations, supports financial and HR processes, and assists in coordinating events and initiatives. Serving as a central point of contact for internal and external constituents, the Administrative Coordinator must exercise excellent judgment, maintain a high level of professionalism, and be accessible in person on a daily basis. This position contributes to advancing TGI's strategic goals through exceptional administrative and organizational support and customer service.

This is a 35-hour per week position and is 100% in-person. As some TGI events and activities take place on weeknights and weekends, this position will require some non-standard work hours, primarily during the academic year, so flexibility is necessary.

Administrative Support Serves as the public face of TGI and is a highly visible and professional resource for faculty, staff, students, and external partners

Coordinates multiple/complex calendars and schedules complex meetings and logistics

Manages the Executive Director’s calendar, travel arrangements, and expense reporting

Researches and resolves escalated problems or concerns and may communicate on behalf of managers

Prepares and edits confidential correspondence, reports, spreadsheets, and presentation materials

Attends meetings, prepares agendas and minutes, and tracks or researches action items

Coordinates meetings and support for the Industry Advisory Council (IAC) and other advisory, industry, and alumni groups

Operational Coordination Supports daily departmental operations by providing consistent, in person administrative coordination and oversight to ensure effective workflow and service delivery

Contributes to evaluating operational processes and recommending policy and procedural improvements to enhance productivity and service delivery

Requests and oversees the delivery of materials and services directly and from facilities, technology, procurement, and other university units to ensure departmental needs are met

Supports resource planning discussions and helps execute administrative components of strategic initiatives

Maintains office spaces, supplies, equipment, and technology

Project and Event Coordination Assists in coordinating events and initiatives

Serves as primary logistics coordinator for speakers, guests, partners, and external groups

Coordinates and tracks communications, timelines, and deliverables across multiple stakeholders

May partner/liaise with marketing and communications teams on communications projects and materials

Information and Financial Coordination Manages confidential databases and file systems, ensuring compliance, accuracy, and accessibility

Gathers, manipulates, and audits data to prepare regular and ad hoc reports

Processes and monitors expenditures, reconciles financial activity

Assists with grants and contracts administration as needed

Human Resources Administers hiring, onboarding, and offboarding processes for staff, faculty, student employees, and temporary employees

Coordinates human resources and payroll transactions and time entry

May supervise student employees and/or support staff positions

Other Performs other duties as assigned to support Tufts Gordon Institute’s achievement of strategic goals.

What We're Looking For

Basic Requirements: Knowledge and experience typically acquired by: High School or

College degree may serve as a substitute for some years of experience

Related Experience 5+ years

Maintains office spaces, supplies, equipment, and technology; t his involves lifting objects up to 45lbs

Preferred Qualifications: Experience in an academic setting interfacing with diverse students and faculty and a commitment to promoting diversity, equity, and inclusion

Experience coordinating financial transactions and working with restricted funding sources

Strong interpersonal skills and a team player mentality

Strong task management, time management, and organizational and leadership skills

Detail-oriented and takes pride in work

Ability to work in a fast paced, collaborative office environment and adapt to change

Comfortable with learning and using a number of productivity tools such as Microsoft Suite (Outlook, Word, Excel, Powerpoint, Teams), Google Calendar, PeopleSoft, eServe, Apptricity, Kuali, Marketplace, Room reservations, SIS, Canvas, Qualtrics, Monday.com, Slack

Pay Range

Minimum $27.85, Midpoint $33.15, Maximum $38.50

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

The Administrative Coordinator is the public face and a key member of the Tufts Gordon Institute administrative team. Under limited supervision, this individual provides advanced administrative support and coordinates operations to ensure the smooth functioning of the unit. The role manages complex calendars and travel for the Executive Director, oversees daily departmental operations, supports financial and HR processes, and assists in coordinating events and initiatives. Serving as a central point of contact for internal and external constituents, the Administrative Coordinator must exercise excellent judgment, maintain a high level of professionalism, and be accessible in person on a daily basis. This position contributes to advancing TGI's strategic goals through exceptional administrative and organizational support and customer service.

This is a 35-hour per week position and is 100% in-person. As some TGI events and activities take place on weeknights and weekends, this position will require some non-standard work hours, primarily during the academic year, so flexibility is necessary.

Administrative Support Serves as the public face of TGI and is a highly visible and professional resource for faculty, staff, students, and external partners

Coordinates multiple/complex calendars and schedules complex meetings and logistics

Manages the Executive Director’s calendar, travel arrangements, and expense reporting

Researches and resolves escalated problems or concerns and may communicate on behalf of managers

Prepares and edits confidential correspondence, reports, spreadsheets, and presentation materials

Attends meetings, prepares agendas and minutes, and tracks or researches action items

Coordinates meetings and support for the Industry Advisory Council (IAC) and other advisory, industry, and alumni groups

Operational Coordination Supports daily departmental operations by providing consistent, in person administrative coordination and oversight to ensure effective workflow and service delivery

Contributes to evaluating operational processes and recommending policy and procedural improvements to enhance productivity and service delivery

Requests and oversees the delivery of materials and services directly and from facilities, technology, procurement, and other university units to ensure departmental needs are met

Supports resource planning discussions and helps execute administrative components of strategic initiatives

Maintains office spaces, supplies, equipment, and technology

Project and Event Coordination Assists in coordinating events and initiatives

Serves as primary logistics coordinator for speakers, guests, partners, and external groups

Coordinates and tracks communications, timelines, and deliverables across multiple stakeholders

May partner/liaise with marketing and communications teams on communications projects and materials

Information and Financial Coordination Manages confidential databases and file systems, ensuring compliance, accuracy, and accessibility

Gathers, manipulates, and audits data to prepare regular and ad hoc reports

Processes and monitors expenditures, reconciles financial activity

Assists with grants and contracts administration as needed

Human Resources Administers hiring, onboarding, and offboarding processes for staff, faculty, student employees, and temporary employees

Coordinates human resources and payroll transactions and time entry

May supervise student employees and/or support staff positions

Other Performs other duties as assigned to support Tufts Gordon Institute’s achievement of strategic goals.

Basic Requirements: Knowledge and experience typically acquired by: High School or

College degree may serve as a substitute for some years of experience

Related Experience 5+ years

Maintains office spaces, supplies, equipment, and technology; t his involves lifting objects up to 45lbs

Preferred Qualifications: Experience in an academic setting interfacing with diverse students and faculty and a commitment to promoting diversity, equity, and inclusion

Experience coordinating financial transactions and working with restricted funding sources

Strong interpersonal skills and a team player mentality

Strong task management, time management, and organizational and leadership skills

Detail-oriented and takes pride in work

Ability to work in a fast paced, collaborative office environment and adapt to change

Comfortable with learning and using a number of productivity tools such as Microsoft Suite (Outlook, Word, Excel, Powerpoint, Teams), Google Calendar, PeopleSoft, eServe, Apptricity, Kuali, Marketplace, Room reservations, SIS, Canvas, Qualtrics, Monday.com, Slack