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Administrative Coordinator


Posted Monday, May 15, 2023

Posting ID: JP-003776855

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Worcester, MA
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Under the direction of the Vice Provost/Director or designee, the Administrative Coordinator performs complex and varied duties associated with the coordination of departmental administrative functions.


  • Participate in the planning and organization of all office functions, including budgeting, policies, procedures, and procurement
  • Compile budget information, support department accounting, and assist with all fiscal projects
  • Monitor the disbursement of funds to determine appropriateness of expenditures and compliance within budget
  • Coordinate travel
  • Perform complex and varied executive/administrative functions which require a high degree of independent action
  • Design and produce graphics using a variety of software applications
  • Train staff in both basic and enhanced use of software applications
  • Oversee, train, and monitor clerical staff
  • Maintain confidentiality and safeguard department records regarding employee job descriptions, performance appraisals, and other sensitive information
  • Set priorities and procedures for accomplishing tasks, assign and coordinate support staff activities, and manage the workflow of the department
  • Respond to emergencies, independently prioritize activities in the absence of the department heads, and effectively coordinate other resources when necessary
  • Act as a liaison and respond to the requests of constituent groups, leadership, and employees within the organization
  • Performs other duties as required.

Additional Skills & Qualifications:

  • Bachelor of Science degree in a related field, or equivalent experience
  • 1-3 years of experience in executive/administrative coordination, or related experience
  • Excellent word processing and spreadsheet skills
  • Strong grammar, spelling, and oral and written communication skills required
  • Demonstrated the ability to organize and manage a complex office environment with minimal supervision Demonstrated initiative and independent judgment in organizing and completing projects.

Preferred qualifications

  • Advanced proficiency with word processing, spreadsheets/data analysis, presentation, and PDF development, formatting, and editing.
  • Knowledge of NIH requirements related to documentation formats (e.g., biosketches, grants)
  • Excellent grammar, spelling, and oral and written communication skills
  • Excellent interpersonal skills, including the ability to use tact and discretion in interactions with stakeholders at all levels internal and external to the institution.

Additional Data

  • Primary point of contact for Director's office and will be available onsite as required for efficient office function, receiving guests, etc.
  • This will be a hybrid work model with the understanding that the Administrative Coordinator will be available and onsite as required to appropriately support the Director.
  • Act as a liaison and respond to the requests of constituent groups, leadership, and employees within the organization. Maintain updated CVs, biosketches, tables, and other administrative documents necessary for grant submissions.

Contact Information

Recruiter: Megan Kiley

Phone: (781) 356-6935


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