Program Coordinator- Office of Multicultural Affairs

Office Of Multicultural Affairs Program Coordinator

The mission of the Office of Multicultural Affairs (OMA) is to promote the knowledge, attitude and skills for students, faculty and staff to achieve inclusive excellence and a sense of belonging at the School of Medicine. The OMA manages and oversees the execution and support of several distinct programs, stakeholder groups/task forces/committees and events that support the mission of the medical school and Tufts University.

The OMA Program Coordinator provides comprehensive administrative, logistical, and operational support to the Office for Multicultural Affairs. Reporting to the OMA Program Manager, this role serves as the frontline coordinator for office operations, program logistics, committee support, and event execution. The Program Coordinator ensures the efficient day-to-day functioning of OMA programs and activities by managing calendars, coordinating meetings and events, maintaining records and systems, supporting student-facing processes, and facilitating communication across stakeholders.

This role does not include supervisory or strategic management responsibilities but plays a critical executional role in supporting the Program Manager's oversight of all OMA and Global Health initiatives. The position requires strong organizational skills, discretion in handling confidential information, attention to detail, and the ability to manage multiple concurrent priorities in a fast-paced academic environment.

• Executive & Committee Support
  • Provides high-level administrative coordination in support of the OMA Program Manager and OMA Deans.
  • Manages complex calendars, scheduling requests, and meeting logistics.
  • Coordinates Global Health and Committee on Belonging and Inclusion (CBI) meetings and other OMA-related committees.
  • Prepares agendas, distributes materials, records minutes, and tracks action items.
  • Manages correspondence and monitors shared inboxes.
  • Exercises discretion in handling confidential and sensitive information.
  • Serves as administrative liaison with internal offices (Dean's Office, Provost, Admissions, Advancement, etc.).
  • Reconciliation of Global Health Lead Faculty leads travel costs.
• Program & Student-Facing Administrative Support
  • Provides operational support across OMA and Global Health programs under the direction of the Program Manager.
  • Supports application processing, tracking systems, and documentation.
  • Assists with selection committee logistics and communication of program decisions.
  • Coordinates student onboarding, registration, and scheduling.
  • Maintains program tracking spreadsheets and documentation.
  • Administers surveys and evaluations (e.g., via Qualtrics) and prepares summary reports.
  • Assists with away rotation logistics and student program experiences.
  • Responds to general student inquiries and directs matters to the Program Manager as appropriate.
• Event & Logistics Coordination
  • Serves as the primary logistical coordinator for OMA and Global Health events.
  • Coordinates room reservations, catering, security, IT, custodial services, and speaker logistics.
  • Prepares invitations and manages RSVP tracking.
  • Supports travel arrangements, reimbursements, insurance documentation, and vendor payments.
  • Provides on-site event support, including orientation sessions, speaker events, pathway program activities, and graduation-related events.
  • Assists with faculty development sessions and outreach programming.
• Administrative Infrastructure & Systems Management
  • Maintains organized shared drives, digital files, and compliance documentation.
  • Tracks grant disbursements, invoices, and payment processing.
  • Monitors operational workflows and flags issues to the Program Manager.
  • Updates and maintains OMA and Global Health webpages and digital content.
  • Ensures accurate documentation of program materials and communications.
• General Office & Operational Support
  • Maintains office supplies and coordinates general office needs.
  • Supports special projects as assigned by the Program Manager.
  • Assists with preparation of materials for reports, presentations, and donor communications.

Basic Requirements:
Knowledge and experience typically acquired by:

• Associate's Degree
• 3 years
• Works proficiently with several Microsoft programs, Qualtrics, and Outlook Applications;
• Exhibits a high degree of professionalism.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with…