Staff Assistant - Human Nutrition Research Center Aging

The mission of the Jean Mayer USDA Human Nutrition Research Center on Aging at Tufts University (HNRCA) is to promote healthy aging through nutrition science to empower people seeking to enjoy long, active, and independent lives. HNRCA investigators conduct the world's most advanced studies on nutrition and aging. The research focuses on determining the nutrient and physical activity requirements necessary to promote well-being for older adults.

HNRCA scientists examine how nutrition and physical activity play a major role in the prevention of the major chronic degenerative conditions and diseases associated with aging.

This is a grant funded position and is not eligible for severance pay.

Under limited supervision, the Staff Assistant performs complex and diverse duties for the department and serves as a source of information and problem-solving for students, investigators, staff and other constituents. They will provide general guidance and explanation of departmental policies and procedures and may communicate on behalf of manager(s) to explain or disseminate information. The Staff Assistant will also provide administrative support including organizing files systems for office, coordinating meetings and travel arrangements, as well as producing, proofreading and editing complex reports, documents and spreadsheets.

Submits information on scientific manuscripts according to ARS requirements. Monitors, tracks expenditures, resolves problems and reports on department budget and/or grants. They will coordinate planning and logistics for meetings and special events including tracking responses, working with speakers on materials and set up. May also coordinate department projects or programs, which may entail assisting with development of materials and brochures, updating web information and assisting with content and design.

• Serves as primary department contact for customers:
  • Serves as primary department contact and resource for internal and external customers; may communicate on behalf of lead scientist/manager(s) to explain or disseminate information
  • Works with scientific staff to submit manuscripts and publications for approval
  • Coordinates on-boarding of new employees
  • Provides general guidance and explanation of departmental policies and procedures
  • Researches and resolves customer problems and concerns; recommends enhancements to improve department and customer service
  • May handle confidential or sensitive information
• Provides administrative support and coordinates office operations:
  • Organizes and schedules appointments and meetings
  • Evaluates and organizes file systems for department
  • Orders and maintains office supplies, works with Tufts Procurement team to purchase scientific equipment and supplies, works with vendors to maintain equipment and contracts
  • Completes expense reports, purchase orders, capital equipment approvals and requisitions
  • Coordinates sometimes complex travel arrangements
  • Screens, sorts and distributes mail; responds to routine email correspondence
  • May hire and train student and/or temporary workers and provide work direction to office staff
  • May process employment actions including hire, separation and change transactions
  • Recommends changes or enhancements to office operations
• Produces complex documents and spreadsheets:
  • May prepare and draft letters, memos, and other written materials for department
  • May proofread documents
  • Researches and organizes information to produce a variety of documents or reports for the department
  • May creates and maintains spreadsheets and databases and prepares reports, tables and charts
• Coordinates Meetings or Special Events:
  • Plans dates, coordinates invitations and tracks responses, determines venue, coordinates materials, audio-visual…