Department Coordinator

Brandeis University•Waltham, MA

1d•$28 - $32•Onsite

About The Position

As a key member of a collaborative administrative team, the Department Coordinator provides operational and programmatic support to the Vice Provost for Undergraduate Affairs (VPUA) and the Assistant Provost for Student Success and Retention. You will coordinate recurring academic processes, support faculty programs and committees, manage logistics for high-visibility events, and help ensure that the Office of Undergraduate Affairs runs efficiently and professionally. This is a highly visible role requiring discretion, sound judgment, and exceptional organizational capability. The hiring range of $27.96/hour - $32/hour.

Requirements

High School diploma or GED required
1–3 years of administrative or coordination experience
Proficiency in Microsoft Office (Word, Excel, PowerPoint)
Strong organizational and time-management skills
Excellent written and verbal communication
Professional judgment and discretion
Detail orientation with ability to manage multiple deadlines
Ability to work effectively with individuals from varied backgrounds and communities

Nice To Haves

Associate’s or Bachelor’s degree preferred
Experience in higher education preferred
Experience with collaboration tools such as Google Workspace, Zoom, Box, or similar platforms
Familiarity with calendar management systems
Budget tracking or financial monitoring experience is helpful

Responsibilities

Coordinate Brandeis Core (BC) course designation processes, including collecting submissions, routing materials to committees, and communicating approvals to faculty.
Support faculty-focused programs such as Post-Doctoral Faculty Fellowship Programs, including application tracking and preparation of funding approval letters.
Manage communications related to program opportunities and deadlines.
Serve as the front-facing point of contact for the VPUA Office (phone, email, and in-person inquiries).
Maintain office operations, supplies, and technology readiness.
Coordinate materials for Interdepartmental and Program Reviews in collaboration with campus partners.
Manage the annual Undergraduate Teaching Awards process and celebration events, including logistics, slide preparation, award documentation, and payment tracking.
Support the Undergraduate Curriculum Committee (UCC) by: Scheduling meetings Preparing agendas and background materials Recording and distributing minutes Coordinate presentations by faculty and administrators.
Provide calendar management support to the Assistant Provost for Student Success and Retention.
Track funding requests managed by the VPUA (e.g., Antisemitism funds, First Year Faculty-Student Program, First Year Experience, Ratner Funds).
Support Co-Curricular Funds processes as needed.
Monitor expenditures, maintain accurate records, and communicate approvals.
Work closely with the administrative support team across the VPUA and Office of the Provost.
Provide backup coverage when team members are out.
Support cross-functional initiatives and special projects as assigned.