Program Coordinator, HBI/Mandel Center

Brandeis University • Waltham, MA

4d • Onsite

About The Position

The Program Coordinator will provide administrative support to two of the Jewish Studies Centers at Brandeis University– The Hadassah-Brandeis Institute on Jewish Women’s and Gender Studies (HBI) and the Mandel Center for Studies in Jewish Education. For HBI, the program coordinator plays a key role in supporting new research on the diversity of Jewish women’s experience and the meaning of gender in Jewish life and culture. For the Mandel Center, this position acts as the main administrative support, enabling the success of a research center dedicated to advancing the field of Jewish educational scholarship through expansive research on teaching and learning.

Requirements

• HS/GED
• 1-3 years of work experience
• Ability to manage and monitor applications on Jotform platform.
• Ability to coordinate event logistics.
• Ability to draft call for applications.
• Ability to liaise with communications teams.
• Ability to notify winners and relevant parties of results.
• Ability to assist in donor stewardship.
• Ability to act as a front-line resource.
• Ability to track and record gifts and expenditures.
• Ability to schedule and create agendas for meetings.
• Ability to pay and reconcile expenses.
• Ability to order and maintain office supplies.
• Ability to provide general administrative support.
• Ability to make travel arrangements.
• Ability to track and submit expenses for reimbursement.
• Ability to compile materials for faculty commitments.
• Ability to oversee memberships and subscriptions.
• Ability to serve as public face of the Center.
• Ability to arrange for repairs and maintenance.
• Ability to provide light support for office and computer technology.
• Ability to set up Zoom calls and basic A/V for video conferences.
• Ability to assist with corporate credit card processing.
• Ability to enter expense descriptions.
• Ability to allocate expenses to budget accounts.
• Ability to compile expense reports.
• Ability to follow up with merchants regarding disputes or discrepancies.

Nice To Haves

• AS or BA preferred

Responsibilities

• Coordinate event logistics for in person and zoom events and convenings, including creating run-of-show documents, reserving space, updating calendars, administering zoom events, creating registrations, ordering catering, organizing setup/breakdown, arranging tech, liaising with speakers, organizing honoraria and paperwork, booking accommodation, preparing recordings and supervising transcriptions for ADA compliance. May supervise student event assistants.
• Manage and monitor applications and supporting materials for the HBI Research Awards Program on Jotform. Coordinate logistics for decision committee meetings, draft call for applications, liaise with communications for advertising, work with director to select shortlist, notify winners and relevant parties of results, and assist in donor stewardship.
• Act as a front-line resource for HBI, responding to questions via email and phone, tracking and recording gifts and expenditures, scheduling and creating agendas for team meetings, paying and reconciling expenses, and ordering/maintaining office supplies.
• Provide general administrative support to the directors, associate director, research faculty, and staff at the Mandel Center, including scheduling, photocopying, coordinating mailings, business travel arrangements, tracking and submitting expenses, supporting courses and speaking engagements, compiling materials for faculty service commitments, ordering books/periodicals, overseeing memberships/subscriptions, serving as the public face of the Center, receiving and distributing mail, overseeing office supplies, arranging for repairs/maintenance, assisting events coordinator with event planning, ordering food for meetings, providing light tech support for office/computer technology and A/V, and assisting the budget manager with corporate credit card processing.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED