Executive Administrator, School of Science, Engineering and Technology

Brandeis University•Waltham, MA

About The Position

Brandeis University is seeking an Executive Administrator for the School of Science, Engineering and Technology (SET). The position provides direct, professional, high-level problem-solving and administrative support to the School’s Dean and Director. The Executive Administrator independently manages multiple diverse and complex projects from inception to completion and maintains a broad understanding of the School’s activities, projects, and operations. The role includes managing daily office administration; researching, collecting, synthesizing, and reporting financial, academic, and programmatic data; maintaining School records and data repositories; managing email lists and delegated mail accounts; processing the Dean’s and Director’s expenses; and collaborating with events and communications staff on web updates. The Executive Administrator also triages inquiries, serves as a liaison among SET leadership and internal and external constituents, supports the Science Council, manages schedules and meeting logistics, and coordinates significant School projects, including the summer undergraduate research fellows program and SciFest. Student worker supervision may be included. The role also handles special projects and other duties as assigned.

Requirements

Bachelor’s degree required.
3–5+ years of work-related experience.
Strong problem-solving ability, including anticipating challenges and finding creative, effective solutions to unusual situations.
Ability to stay organized, meticulous, and flexible while continuously monitoring and reassessing priorities.
Ability to manage ambiguity and multiple tasks while allocating and optimizing resources and timelines in a rapidly changing environment.
Excellent oral and written communication skills to coordinate effectively across offices and groups.
Collaborative and inclusive professional style, strong interpersonal skills, and ability to build relationships with staff at all levels.
Ability to work independently with minimal oversight and know when to seek guidance or ask questions.
Willingness to take on new challenges and openness to change.
Comfort with technology and willingness to learn new systems and programs.

Nice To Haves

Science or technical background.
Scientific background.
Working knowledge of Microsoft Office Suite and databases.

Responsibilities

Provide high-level administrative support to SET senior management and manage daily office administration; may supervise student workers.
Research, collect, and synthesize financial, academic, and programmatic data for the Dean, Director, and Science Council; organize and maintain School data, repositories, and records.
Manage Google Groups, email lists, and delegated mail accounts, and collaborate with events and communications staff to update web pages.
Process the Dean’s and Director’s expenses.
Manage and triage inquiries and issues brought to SET senior administration, acting as liaison among the Dean and Director, faculty, students, staff, university administration, and external constituents.
Support the Science Council by scheduling meetings, preparing minutes, managing the course approval process, collecting project information, and assisting with other tasks.
Oversee schedules and ensure the Dean and Director are prepared for meetings and events on and off campus.
Author and finalize correspondence, papers, and presentations; schedule meetings, prepare and distribute agendas and supporting materials, take minutes, and coordinate room, food, and audiovisual logistics.
Coordinate and manage complex, high-impact SET projects as directed by the Dean or Director, including the summer undergraduate research fellows program and SciFest; build collaborative relationships across campus and keep stakeholders informed of milestones and progress.
Manage special projects as assigned by the Dean and Director and perform other duties as assigned.