Operations Coordinator, Brandeis Career Network

Brandeis University•Waltham, MA

8d•$52,000 - $58,000•Hybrid

About The Position

Brandeis University is launching a bold new approach to career as part of its vision to Reinvent the Liberal Arts, and we’re looking for an enthusiastic, highly organized Operations Coordinator to help bring that vision to life. The Operations Coordinator is at the center of the day-to-day experience of the Brandeis Career Network. We’re looking for someone who takes pride in creating a welcoming, professional environment, enjoys helping people, notices the details others might miss, and gets satisfaction from making sure everything runs smoothly. You’ll help create an exceptional experience for the students, alumni, faculty, staff, employers, and other visitors who interact with our team.

Requirements

High school diploma or GED.
One to three years of administrative, office operations, customer service, or related experience.
Demonstrated ability to provide high-quality customer service with professionalism, discretion, and confidentiality.
Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
Ability to identify problems, develop solutions, and follow projects through to completion.
Strong written and verbal communication skills for a variety of audiences.
Proficiency with Microsoft Office, Google Workspace, and web-based systems and platforms.
Experience tracking expenses, processing transactions, or supporting budget management.
Ability to represent the Brandeis Career Network professionally in person, online, by phone, and through written communication.
Ability to adapt and stay organized in a collaborative, fast-moving, and evolving work environment.

Nice To Haves

Bachelor’s degree.
Administrative or operational experience in a college, university, nonprofit, or similarly complex organization.
Experience supervising student employees or other part-time staff.
Familiarity with platforms such as Handshake, LinkedIn, or other student recruiting, CRM, or event-management systems.

Responsibilities

Serve as a primary point of contact for students, alumni, staff, and visitors, providing responsive customer service in person, by phone, and by email.
Oversee front desk and student-facing operations, including scheduling appointments, answering questions, sharing resources, and making referrals.
Maintain a clean, organized, and welcoming office environment.
Hire, train, schedule, and supervise student employees supporting office operations.
Manage office correspondence, supplies, equipment, inventory, and confidential materials.
Process purchasing, reimbursements, invoices, and other budget transactions.
Identify opportunities to improve office processes, systems, and the overall experience of staff and visitors.
Provide administrative and operational support to a growing, collaborative career center team.
Maintain accurate student and alumni records, including appointments, notes, and follow-up documentation.
Enter and manage job postings, resume collections, events, and other information in Handshake and related systems.
Support career programs and events through room reservations, catering, registration, materials, communications, and other event logistics.
Coordinate with university offices and campus partners to help the team navigate processes and connect students with appropriate resources.
Assist with special projects and emerging priorities as the Brandeis Career Network continues to grow and evolve.
Provide administrative support to the Executive Director, Career Services, Education and Strategy.
Assist with calendar management and scheduling, including prioritizing requests and helping resolve scheduling conflicts.
Coordinate meetings and events, including agendas, materials, room reservations, technology, and follow-up.
Take meeting notes and prepare clear summaries, action items, and follow-up materials as needed.
Draft, edit, and format correspondence, reports, presentations, and other materials.
Track projects, deadlines, and follow-up items to help ensure work moves forward.
Support a positive and connected team culture by coordinating staff meetings, celebrations, recognition, and other team activities.