Part-time Administrative Assistant - Friedman School of Nutrition - (19001016)
This position is a grant-funded, part-time, limited term appointment ending January 31, 2020. It is not eligible for severance pay.
The Gerald J. and Dorothy R. Friedman School of Nutrition Science and Policy, established in 1981, is the only self-governing graduate and professional school of nutrition in North America. Its mission is to improve the nutritional well-being of people worldwide through:
the creation of new knowledge
the application and dissemination of evidence-based information and
the education and training of future leaders in the field
This mission is fulfilled by bringing together experts from the areas of clinical nutrition, social and public policy, and biomedicine. Faculty at the school include biomedical scientists, economists, epidemiologists, nutritionists, physicians, political scientists and psychologists who focus on a myriad of issues with the common thread of nutrition and its role in fostering the growth and development of human populations.
The Friedman School of Nutrition is seeking a part-time Administrative Assistant to work on a project relating to the assessment of the quality and programmatic uses of fortified food products used in U.S. Title II food aid programs.
The United States Agency for International Development's (USAID) Office of Food for Peace (FFP) awarded the Food Aid Quality Review Phase III contract to Tufts University's Friedman School of Nutrition Science and Policy for the period covering February 1, 2016 to January 31, 2019 with two option years (February 1, 2019 to January 31, 2021). The Food Aid Quality Review (FAQR) seeks to provide USAID and its partners with actionable recommendations on ways to improve nutrition among vulnerable people for whom the direct distribution of food aid can make a significant impact. The first phases of FAQR involved reviews of nutrition science; FAQR Phase I recommendations were published in Improving The Nutritional Quality Of U.S. Food Aid: Recommendations For Changes To Products And Programs.
FAQR Phase III will conclude Phase II activities, while also responding to additional (new) USAID/FFP priorities. FAQR Phase III will focus on generating links between research on food product formulation with recommendations on cost-effective programming and policy-level action among national and multilateral institutions engaged in food assistance. The FAQR Phase III Option Year 1 will build on activities from the base year period and seek to provide USAID/FFP and partners with tools and resources to implement findings and recommendations from FAQR Phase III. Tufts will work closely with several key domestic and international collaborators, the United States Agency for International Development (USAID), The United States Department of Agriculture (USDA), and with United Nations (UN) partners, all of whom are committed to strengthening the evidence base for use of specialized food products for targeted nutrition goals.
Process transactions/invoices and collaborate closely with Tufts Post Award Office and Program Manager to ensure payments are made in a timely manner and accounted for in compliance with university policies, sponsor rules and allowability, and government regulations. Ensure reimbursement for travel expenses according to per diem rates.
Reconcile field study expenses, travel advances and project advances, budgets, and expenditures. Identify and correct errors as needed. Analyze variances. Maintain all expense recordkeeping.
Assist with preparation and corrections based on monthly, quarterly, and ad hoc financial reports to support budgeting and planning processes. Assist with review of Quarterly Effort Reports.
Support Program Manager in establishing and maintaining subcontracts, consultant contracts and contracts for goods and services including drafting contracts and amendments, processing invoices, contract tracking, processing PO updates/changes.
Participate in meetings related to the FAQR project and research administration as needed.
Project Administration and Logistics
Coordinate domestic and international travel for 6-8 FAQR team members, consultants and guests for 2-6 trips annually each, including preparing necessary materials for travel visas.
Assist with booking conference rooms and logistics for meetings in Boston including placing food orders.
Support for Project Technical Components and Communication
Assist in ethical review adherence, both at Tufts University and in study countries, by working with project manager to manage related paperwork and documents and responding to questions from the team.
Support FAQR communications team activities by assisting with planning and execution of dissemination events, reviewing documents to ensure adherence to USAID style and branding guidance, contributing to implementation to Research Uptake and Sustainability Strategy and FAQR Communications Strategy by helping to implement a system for tracking reach of FAQR III outputs and supporting social media (Twitter) activities.
Any other tasks as needed.
Associates OR Bachelor's degree
2-3 years of related work experience
Familiarity with Microsoft Office Suite
BA/BS in international relations, business administration, finance, accounting, communication or related field preferred
Experience working with project coordination and administration, financials and contract regulations
Experience with ethical review approval process
Excellent organizational ability, attention to detail, and ability to multitask
Prior experience working in research administration and/or communications is a plus
An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.
Tufts is a leader in American higher education, distinctive for its success as a moderately sized university that excels at research and providing students with a personal experience. Our unique combination of research and liberal arts attracts students, faculty and staff who thrive in our environment of curiosity, creativity and engagement.