Brandeis University seeks to hire a Department Administrator. Reporting to the Special Assistant to the SVP, IA, the Department Administrator provides high-level office administration and client relations support to the office of the SVP, including to the Director of Operations, Administration and Budget, and other members of the senior leadership team as needed. Responsibilities include: Under the direction of the Special Assistant, provides strategic management of a demanding schedule for the SVP, balancing an "open door" policy with a commitment to ensuring that the SVP's time is reserved for "high value" tasks, meetings, and conversations; works with the Special Assistant to manage demands on the SVP's time, conferring with them on making decisions regarding which issues may be referred to other staff, and which require immediate attention of the SVP and to resolve problems that may not require the SVP's input; providing support to the Special Assistant on planning, facilitating, and coordinating activities for highly visible events and/or meetings, including preparations for quarterly board of trustee meetings.
The Department Administrator also supports the Director of Operations, Administration and Budget in the coordination of day-to-day administration and operations of IA, including in the area of facilities and space planning. The Department Administrator must be able to work under pressure to handle a wide variety of activities and confidential matters with the utmost discretion.
Job Duties:
ADMINISTRATIVE & MEETING PLANNING SUPPORT

• Supports the Special Assistant in their role as the general manager for the Office of the SVP, creating and maintaining systems and routines that support and facilitate the SVP's time management, workload, and office workflow. Assists with tracking action items to ensure follow-up and resolution and helps prepare the SVP for meetings; researches and works with Special Assistant to prioritize issues and concerns addressed to the SVP, and determine the appropriate course of action, referral, or response using sound judgment. May act independently to propose an appropriate resolution; monitors telephone calls and mail, as needed. Provides a high level of administrative support to the SVP, which includes managing complex and detailed travel arrangements and itinerary planning for the SVP, including air and ground travel and accommodations; prepares and submits expense reports.
• Provides a high level of administrative support to the SVP, which includes managing complex and detailed travel arrangements and itinerary planning for the SVP, including air and ground travel and accommodations; prepares and submits expense reports.
• Serves as back-up to the Special Assistant on Board Meeting planning tasks, supporting the coordination and preparation of related reports and presentations.
• Provides administrative support to the Director, Operations, Administration and Budget. Primary responsibility involves management of a very demanding calendar, handling sensitive information with the utmost discretion and strict attention to confidentiality. Proactively manages all meeting arrangements and logistics. Assists with meeting document preparation, as needed. Tracks action items to ensure follow-up and resolution. Organizes files and reference materials, including the IA resource library.

Facilities/operations support

• Manages operational onboarding tasks for new hires, which includes: ensuring one's office/work space is equipped with phone and computer, as well as appropriate office furniture; submitting technology work order tickets for computer and phone set up, and network and systems access; distribution of office keys; arranging building and suite access, etc.
• Responsible for coordinating content collection from across division for monthly e-newsletter, and distributing to staff; manages Operations email account and ensures appropriate follow up.
• Is primary contact for building management company, CBRE; submits work orders using management company's online platform.
• Drafts agenda for monthly IA staff meetings, gathering input, content and presentation materials, if applicable, from across the Division; responsible for meeting set up, both in person and virtual A/V equipment.

SPECIAL PROJECTS

• Serves as project manager for various special projects as assigned. These include, but are not limited to: under direction of the Director, Operations, work with University design team to facilitate space-planning initiatives; assist IA senior leaders and other managers on special events planning and committee work, i.e. the 75th Anniversary.

Requirements:

• Bachelor's degree/equivalent required
• Minimum 1-3 years total work experience with at least 2 years of experience supporting C-suite executives or senior leaders in a nonprofit or academic setting. This equates to an AS plus 3-5 years.
• 1-3 years supervisory experience. May hire, train and/or supervise student workers.
• Demonstrates proficiency in email, word processing, spreadsheet, presentation and conferencing software, and relational databases with an ability to become comfortable and productive with the University's alumni and donor systems. MS Office Suite and Salesforce experience highly desired.
• Exhibits excellent written and oral communication skills that promote academic and business professionalism and convey information clearly and concisely.
• Must have comfort with and experience in data analysis and manipulation, specifically working with financial information and descriptive statistics.
• Presents a collegial, collaborative, and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy.
• Ability to successfully interact and collaborate with varied constituencies and at all times represents Brandeis University in an exemplary and professional manner.
• Ability to apply sound judgment, discretion, and a commitment to professional ethics, data security and nondisclosure when dealing with highly confidential constituent, donor, and prospect information.
• Adheres to University and departmental business policies and procedures.
• Excellent organizational skills with high attention to detail and follow-up.
• Self-motivated with an ability to work both independently and collaboratively.
• Must be able and willing to work occasional evenings and weekends with an attitude of doing what it takes to get the job done.

More information about Brandeis University
Established in 1948 as a nonsectarian university with strong ties to the American Jewish community, we are a medium-sized private research university with global reach. Brandeis is dedicated to first-rate undergraduate education while making groundbreaking - including Nobel Prize winning - discoveries.
In preparation for our next ambitious campaign, IA seeks to strengthen the bonds with the university's various constituencies and secure the philanthropic resources necessary for Brandeis to continue achieving excellence in teaching, research, scholarship, and campus life.
Our 235-acre campus is located in the suburbs of Boston. We offer a competitive benefits and compensation package, which includes: medical, dental, and life insurance; generous paid time off; tuition remission; a 403b retirement savings plan with a generous match; free parking; and a flexible hybrid working model for most positions.
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.