Operations and Financial Assistant

Brandeis University•Waltham, MA

8d•$30 - $34

About The Position

Brandeis University is seeking a detail-oriented, proactive, and highly organized Operations & Financial Assistant to support the critical work of our Campus Planning & Operations division. This role is ideal for someone who excels at keeping complex processes running smoothly, enjoys problem-solving, and thrives in a fast-paced environment where accuracy and strong communication matter. As part of the team that keeps Brandeis running—from facilities services to campus events—you will play a key part in ensuring the university operates efficiently each day. In return, Brandeis offers competitive pay, excellent benefits, and opportunities to learn, grow, and contribute meaningfully to the campus community. For full consideration, please upload your cover letter and resume. About the Role Reporting to the Associate Director of Operations, Administration, and Budget, the Operations & Administrative Assistant supports a portfolio that includes Facilities Services, Capital Programs, University Services, Environmental Health & Safety, and more. You will manage financial and operational workflows, support customer service needs across campus, and help strengthen internal systems that ensure high-quality operations. This role is perfect for someone who enjoys variety: balancing administrative tasks, customer support, data tracking, and collaboration with staff, faculty, students, and vendors.

Requirements

Bachelor’s degree.
Minimum of 3 years of experience in budget, operations, or administrative support.
Strong computer skills, including MS Office (especially Excel).
Exceptional attention to detail, accuracy, and follow-through.
Ability to manage multiple tasks in a busy environment with frequent interruptions.
Strong interpersonal and communication skills; comfort working across diverse groups.
Ability to exercise sound judgment and maintain confidentiality.
Initiative to improve processes and solve problems proactively.

Nice To Haves

Experience working in higher education
Familiarity with procurement and financial systems.
Experience with Maximo or other work management systems.
Ability to learn new technologies quickly.

Responsibilities

Process and track financial transactions (journal entries, invoices, requisitions, deposits, purchase orders, etc.).
Review monthly financial activity to ensure accuracy, resolve discrepancies, and maintain compliant documentation.
Prepare quarterly budget-to-actual reports for several operational units; identify and communicate issues proactively.
Collaborate with Accounts Payable and Procurement to resolve billing or payment issues.
Support fiscal year-end activities (accruals, carry-forwards, PO closures).
Maintain accurate financial records and support regular reporting needs.
Assist with monitoring capital project status and quarterly project closeouts.
Serve as primary backup for the Facilities Work Management phone line and online work request system.
Assist faculty, staff, students, and guests with work order or campus card requests; produce ID cards when needed.
Provide office support, including ordering supplies and maintaining inventory for the department.
Support operational tasks that keep Campus Planning & Operations running efficiently.