Brandeis University is delighted to announce a career opportunity for an Executive Administrator and Office Manager in the Office of Marketing and Communications. If you are looking for an opportunity to work at a beautiful university campus with lots of perks including free parking and access to a top of the line athletic facility, look no further! At Brandeis we offer a competitive benefits and compensation package which includes medical, dental and life insurances. If you hope to advance your career through educational opportunities, Brandeis offers tuition benefits for employees, dependents and spouses. Our 403b retirement savings plan includes a generous match.
Job Responsibilities -
Office Management: Oversees the efficient operations of the Marketing Communications office functions, both within the physical office and for virtual operations. Manages office environment, logistics, equipment, and supplies. Collaborates with outside vendors and university departments to identify resources and cost-effective solutions for a wide variety of issues and office needs. Maintains inventory of office equipment and information.
Financial Administration: Supports division budget planning process and reconciles expenditures to ensure a balanced budget and the proper assignment of expenditures in Workday. Continuously monitors and analyzes budget information and provides monthly updates to division leadership. Processes payment requests for invoices and coordinates with vendors. Maintains account codes, vendor lists, and financial records for all division expenditures. Coordinates with payroll office as needed to ensure efficient processing of non-exempt and student payroll.
Administrative/Scheduling Support: Provides general administrative support to division leadership, including SVP and VP. Schedules and coordinates logistics for meetings using google calendar. Interfaces with President’s office and other divisions to coordinate and schedule meetings with university leadership, the Board of Directors, and key external partnerships. Provides guidance and support to leadership on upcoming decisions, priorities, and activities and manages deadlines. Assists with communications or projects as directed.
Inquiry Management: Understands caller/inbox/caller requests, appropriately triaging, taking action through referral to appropriate professional staff, and monitoring follow-through. Exercises good judgment, confidentiality, and problem-solving skills.
Meeting/Event Coordination: Coordinates scheduling and planning for division meetings and events. Partners with division leadership to understand goals and needs and facilitate related agendas, materials, and logistics. Proactively advises leadership and initiates planning for regular events, celebrations, and division meetings.
Special Projects: Manages and assists with projects as needed, which may include research, website updates, basic data analysis, facilitation of community messages, and support of marketing and communication program planning, execution, and measurement.
Please note this is an onsite position located at the Brandeis University campus in Waltham, MA.
Job Requirements:
BS/BA/equivalent required plus 3-5 years of related work experienceorAS/equivalent with formal administrative training plus 5 years of related work experience
Excellent written and verbal communicator.
Strong computer skills, specifically in Google Suite, Microsoft Office, PeopleSoft, and Workday preferred. Aptitude and willingness to learn new systems and software.
Highly organized and focused individual able to multi-task and prioritize to work autonomously in busy office environment.
Strong customer service skills with ability to identify needs/concerns, determine potential solutions, and resolve or redirect appropriately.
Ability to leverage data and business acumen to facilitate planning and reconciliation of budgets.
Must be able to handle sensitive issues with the highest level of confidentiality and professionalism.
Resourceful and collaborative spirit, can-do attitude, and willingness to problem solve.
Commitment to Diversity, Equity, and Inclusion
Diversity, equity and inclusion are important values at Brandeis today and always have been for they are rooted in our founding as an institution. These values serve as a reminder for self-reflection, and a continuous call to grow for us as Brandeisans. Founded as a model institution for ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of all nationalities, religions, and orientations. Moreover, social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the evolving diversity of our larger society. Read more online about our Mission and Diversity Statements at Brandeis Mission and Diversity Statements.
If you are interested in a role and have relevant experience but your work history does not align perfectly with every qualification in the job description, we nevertheless encourage you to apply.
Closing Statement
Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.
