Academic Administrator – Graduate Guidance

Brandeis University is delighted to annoucne a career opportunity as an Academic Administrator, Graduate Guidance. The Academic Administrator will manage the admissions and recruitment of graduate students in the Division of Science graduate programs. Advises and guides graduate students throughout their programs and serves as a resource and point-of-contact during their time here. Maintains academic and financial records for Division of Science graduate programs.
 

Job Description:

• Work closely with faculty and students to maintain academic and financial records for DivSci graduate students in databases and student folders and ensure that students are on-track in their graduate programs. This includes but is not limited to: scheduling and tracking milestones; performing audits of student progress; creating financial paperwork; reminding students of and enforcing academic deadlines; guiding students through the procedures for degree completion; overseeing and monitoring TA assignments; and generally shepherding graduate students through their graduate program. Update the alumni database and contact alumni when necessary. Work with faculty graduate committees to modify or update graduate program requirements and, accordingly, update student handbooks and the University Bulletin. 35%

• Act as a point-of-contact and resource for students throughout their time in their graduate programs. Interface and work directly with graduate students, faculty, and others on campus to guide students through their graduate programs and advise them with problems or hurdles as they arise. Issues are varied and often unique, requiring an in-depth knowledge of University policies, practices, and resources and an ability to "connect the dots" between various resources on campus to make judgments on best courses of action. This position will be required to recognize areas of need for graduate students that our office does not currently assist with, and design and implement new services that can be provided to our graduate students accordingly. 25%

• Oversee admissions and recruitment for the Division of Science graduate programs. Participate in the admissions process by acting as a liaison between applicants/prospective students, GSAS, and the pertinent faculty and staff. This includes maintaining contact with applicants via phone and email to answer all applicant queries, maintaining our applicant database, coordinating and organizing applications and applicant data for the admissions committees, and overseeing all aspects of planning recruitment interview weekends and visits of prospective students for the various division of science graduate programs. Participate in the graduate recruitment process by updating or creating materials to distribute or display at recruitment events, attending local or national recruitment meetings, and organizing and planning in-house recruitment events. 25%

• Prepare incoming graduate students for matriculation into the graduate programs by providing them with information and resources necessary to begin at Brandeis and answer questions/assist as needed. Organize and run orientation events for the incoming graduate students in the Division of Science. 10%

• Other duties as needed. 5%

Dimensions and Scope:

This position requires a self-motivated, highly organized, high-level thinking individual who can function in an interruption driven environment with minimal errors. This position will interface with multiple graduate programs and numerous graduate students and requires superb people skills and a calm demeanor. Must be able to communicate effectively in person and in writing with staff, faculty, and students within and outside of Brandeis. Requires independence, initiative, and a strong attention to detail.

Additional Info:

Ability to know when to ask the Division of Science Graduate Office Manager for direction and when to make decisions quickly and independently. There must also be a willingness to take on new challenges and an openness to change. Flexibility to manage multiple tasks in a sometimes hectic, deadline driven, environment is essential. Demonstrated ability to be organized and flexible in an environment that requires continuous monitoring and reassessment of priorities.
 

Job Requirements

• Education: BS/BA with MS/MA preferred

• Experience: 3-5 years

Qualifications/Attributes

• Excellent oral and written communication to effectively coordinate across offices and groups.

• Outstanding organizational ability and meticulous attention to details to accurately keep track of many moving parts.

• Problem solver who can think ahead, anticipate challenges, and find creative and effective solutions to unusual situations.

• Ability to juggle multiple tasks, allocating and optimizing resources and timelines to manage a task from start to finish and keep everyone appropriately informed.

• Impeccable interpersonal skills with a collaborative work style to create strong working relationships with departments and offices across Brandeis.

• Autonomous worker who does not require micromanagement but knows when to seek guidance and ask questions. Comfortable running assigned projects and tasks with minimal oversight.

• Working knowledge of MS Office Suite and databases preferred. Must be comfortable with technology and a willingness to learn new systems and programs.

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.