Department Administrator, Provost Office

Brandeis University is delighted to announce a career opportunity as the Department Administrator in the Office of the Provost. If you are looking for an opportunity to work on beautiful suburban campus with lots of perks including free parking, look no further. At Brandeis we offer a competitive benefits and compensation package which includes medical, dental and life insurances. We also offer generous paid time off. If you are looking to advance your career through educational opportunities, Brandeis offers tuition remission. Our 403b retirement savings plan includes a generous match.

As a member of a collaborative administrative support team in the Office of the Provost, the Department Administrator provides a range of varied administrative and project support to ensure daily operations are executed seamlessly within the areas of Assessment and Accreditation and Academic and Strategic Initiatives. The Department Administrator manages calendars and supports the daily needs of two Senior Associate Provosts; coordinates meetings and events, including space, catering, distribution of agendas and materials, and recording of minutes; assists with travel and expense reporting; and supports and coordinates projects and initiatives of varying scope and size as directed.

To apply, please submit a cover letter and resume/CV.

Key Responsibilities

• Manage daily operations for Assessment and Accreditation and Academic and Strategic Initiatives. Thoughtfully and strategically manage calendars for two Senior Associate Provosts. Ensure that regular, recurring one-on-one and group meetings are scheduled; screen and prioritize requests; anticipate issues with competing demands and propose solutions. Serve as first point of contact for leaders of units reporting to the Senior Associate Provosts. Provide support and assistance to reporting units as needed. Develop and maintain filing and organizational systems and processes. Create and maintain websites.

• Coordinate meetings and events (teams, committees, working groups, workshops, listening sessions, receptions, lunches, visiting committees or individuals, etc.) often collaborating with colleagues across the Provost's Office and reporting offices, and other key offices and constituencies across the university. Includes reserving appropriate space, catering, drafting and distribution of invitations, agendas and materials, technology support, and recording of meeting minutes.

• Draft correspondence and communications. Proofread and edit documents, format tables, draft presentations; research and summarizes findings. Assist in submission of reports, proposals and other materials.

• Assist with coordination of accreditation activities, including the self-study process, staffing campus-wide working group and/or committees, data and document tracking, online submission of reports, and organization of NECHE accreditation team visits. Support the development and implementation of a program for assessment of student learning campus-wide. Support the development and implementation of student success initiatives, global affairs and other strategic and academic initiatives. Develop and maintain a tracking system for international partnerships.

• Work collaboratively with the Senior Assistant Provost and administrative support team to coordinate activities and assess priorities across the Office of the Provost. Serve as a backup when other members of the Provost support team are out of the office. Other duties as assigned.

Education and Experience

• Bachelor's degree preferred.

• Minimum 1-3 years of directly relevant administrative support experience, preferably in a university setting.

• Advanced proficiency with MS Office applications, especially Word, Excel and PowerPoint required. Experience with collaboration and productivity tools such as Google Workspace, Zoom, Box, or similar tools.

• Calendar management experience (Google Calendar a plus).

• Experience with website content management helpful, but not required.

What You Need to Succeed

• Excellent communication (interpersonal, oral, written), and problem-solving skills.

• Superior organizational skills and attention to detail, and proven ability to initiate and manage multiple tasks under competing demands, shifting priorities, and ambiguity.

• Ability to handle all matters with a high level of professionalism, confidentiality and discretion.

• Demonstrated ability to work successfully in an environment with individuals from diverse communities, backgrounds, and cultures.

• A positive attitude and flexibility and ability to support a variety of leadership styles and subject areas.

• Learning agility, capacity, and desire to understand new technology.

Working Conditions

This position is in-person. Limited remote work may be considered after completion of the initial 6-month review period, conditional on business needs.

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.