Overview:
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.
What You'll Do:
The OMA Program Coordinator provides comprehensive administrative, logistical, and operational support to the Office for Multicultural Aff airs. 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
What We're Looking For:
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 discretion.
- Excellent written and verbal communication skills.
Preferred Qualifications:- Bachelor's Degree
- Experience in higher education or academic medicine
- Experience supporting committees and executive leadership
- Familiarity with event planning and logistics coordination
- Comfort using AI-enabled tools to improve workflow efficiency
- Strong customer service orientation
Salary Range:
Minimum $27.85, Midpoint $33.15, Maximum $38.50