Budget and Operations Administrator

Brandeis University • Waltham, MA

3d • $65,000 - $67,250

About The Position

Brandeis University is looking for a Budget and Operations Administrator. The position oversees budget and operations, including business processes and administrative functions for the Academic Services Office. Evaluates operations and makes recommendations to the Dean and department Directors. Responsible for spending endowed and gift funds and communicating with the Dean and Directors regarding department budget status. Serves as primary administrative support for to the Dean of Academic Support and Advising, managing search processes and scheduling meetings, and communicating with department colleagues, faculty, and academic departments. The hiring range for the position is $65,000 - $67,250.

Requirements

• Bachelor's degree required.
• 2-4 years of related work experience.

Responsibilities

• Budget management and compliance: Builds budgets for Academic Services and affiliated units, requiring knowledge of different funding sources and endowed gift restrictions. Manages all expenses, ensuring they do not exceed budget targets and that expenses are properly booked to different funding sources. Oversees processing of fiscally related requests, including student wage payments. Handles effort certifications and payroll accounting adjustments to ensure compliance with federal grant guidelines. Responsible for completing monthly and fiscal year end budget tasks for internal units, such as reconciling purchases, ensuring no accounts are overspent and moving expenses between funding streams based on guidance provided by the Dean of Academic Support and Advising and unit Directors. Orders supplies as requested, processes department and program expenses in COUPA, and consult with Dean and Directors on reimbursements and P-Card reconciliations.
• Financial Reporting: Provides reports and analysis to the Dean and Directors in Academic Services monthly. Monthly reports include analysis of spending, where expenses are booked, and variance in spend categories. Analyze budget utilization over time, requiring in-depth knowledge of funding sources, endowed gift restrictions, budget priorities and timelines, and complex utilization of Excel spreadsheets. Responsible for monthly tracking, leading to an annual report describing programs and reporting budget use.
• Project Management: In conjunction with the Dean, unit Directors, and Department Coordinators, establish office and project protocols for standard tasks and essential administrative activities, including but not limited to, scheduling of meetings and appointments, purchasing decisions, and communication plans. Develop record-keeping systems for ongoing projects to allow for careful tracking of information and data analysis.
• Administrative support: Provides administrative support for the Dean of Academic Support and Advising, including schedule management support on search processes, special campus visits, and presentations. Processes Deans’ Certifications in collaboration with DOSO and assists with weekly time card approvals. Serves as primary administrative support to Peer Academic Support, the Myra Kraft Achievers Program, and the GenOne Network.
• Front desk and central office operations: In collaboration with the other department coordinator, establishes procedures for robust management of front desk operations, including training and supervision of student office assistants; handling phone and foot traffic; providing desk coverage when other staff are out; and other administrative tasks. Maintains office spaces, technology, and office supplies. Assists in maintaining the Academic Services email inbox. Assists with onboarding processes for new staff members, in conjunction with other staff members in individual departments.
• Event management: Handles all aspects of the planning and implementation of fall and winter Orientation activities, such as the Academic Fair and the New Student Forum. Plans meetings, events, and retreats in collaboration with other staff.
• Other duties: Perform other duties as assigned. Support cross-functional groups for the Dean as requested.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level