What are the responsibilities and job description for the Department Coordinator, Institutional Advancement position at Brandeis University?
Brandeis University – a distinguished top-tier private research university recognized for its academic excellence and leading-edge research – has an exciting opportunity for a talented and motivated Department Coordinator, Institutional Advancement.
Position Summary
Institutional Advancement Division (IA) seeks to hire a Department Coordinator. The coordinator serves as the first point of contact for visitors and guests who call or visit the Institutional Advancement Division (IA). As such, the Coordinator will play a key role in representing IA to a variety of constituencies, including donors, alumni, trustees, and University leadership, and manages the front desk operations for the IA Division. The Coordinator also plays an active role in supporting the Talent Management function for the division, which includes supporting the onboarding, training, and orientation for new staff, assisting with scheduling candidate interviews and campus visits, etc.
The Coordinator also provides administrative support to the operations and administration team, as well as database management support to a number of IA stakeholders including the senior executive team (VPs and AVPs offices); provides occasional backfill support to other departments, upon request.
Primary Responsibilities
Reception Area Operations:
- Serves as first point of contact for visitors and guests to the Institutional Advancement Division. Greets and welcomes visitors to the office, addresses their questions and/or directs them to appropriate staff; signs for and facilitates deliveries. Assists with answering the main phone line, responding to general questions and refers calls to appropriate staff.
- Creates and maintains front desk coverage schedule to cover the lunch hour and absences; distributes to IA coordinator group.
- Sorts and distributes all departmental mail; maintains the IA mailboxes and supply work rooms.
Talent Management Support:
- Under the direction of the Assistant Director, Advancement Talent Management and Administration, the Coordinator will assist with arranging applicant interview schedules and drafting itineraries.
- Assists with on-boarding procedures for new staff, to include: scheduling orientation meetings, arranging for suite and building access, ordering name badges and other new hire swag, and arranging campus tours, among other tasks.
- Coordinates with the IT department to arrange for phone and technical equipment set up and systems access for new employees.
- Provides overview and navigation instructions on IA intranet site and ascend database to newly hired staff.
- Maintains and updates organizational charts and contact information on IA’s university directory webpage, as well as the IA intranet site and the Alumni website.
- Assists with the job posting process by drafting job ads for new or newly vacant positions, and working with hiring managers and central HR to post jobs on external sites; maintains a job posting site list.
General Administrative Support:
- Assists the senior executive team (SVP and VPs Offices) with clerical tasks (copying, scanning, filing, meeting planning, etc.) and CRM database entry related to the President’s and IA’s Senior Vice President’s prospect and donor activities, and ensures that important donor and prospect documentation is properly stored in the electronic file system.
- Provides occasional general administrative and database management backfill support as needed to all units within the IA Division on special projects, including but not limited to: data entry in the ascend database; providing support on electronic file storage systems; and event planning activities.
Qualifications
- Bachelor's degree preferred
- 1 to 3 years total work experience required.
- 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.
- Functional use of common office equipment, including computer systems, printers, scanners, fax machines, mailing machines, label makers, binding machines, etc.
- Exhibits professional written and oral communications skills that conveys information clearly and concisely.
- 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.
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.
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.
