Senior Budget & Operations Administrator, Campus Operation & Public Safety

Brandeis University • Waltham, MA

28d • Onsite

About The Position

This role supports a portfolio including Facilities Services, Capital Programs, Environmental Health & Safety, Public Safety, Parking Office, and other assigned operational units. The position manages financial, procurement, payroll, and administrative and operational workflows, and helps to strengthen internal systems that ensure high-quality operations.

Requirements

• Bachelor's degree required.
• At least 4-6 years of related work experience performing budget, operations, or administrative functions.
• Experience working in higher education.
• Strong computer skills, including MS Office (especially Excel).
• Familiarity with procurement and financial systems.
• Experience with Maximo or other computerized maintenance management/work order systems.
• Ability to quickly learn and adapt to new technologies.
• Exceptional attention to detail, accuracy, and follow-through.
• Ability to manage multiple priorities in a fast-paced environment with frequent interruptions.
• Strong interpersonal and communication skills; ability to work effectively across diverse groups.
• Ability to exercise excellent and sound judgment and maintain confidentiality.
• Demonstrated initiative to improve processes and proactively solve problems.

Responsibilities

• Prepare quarterly budget-to-actual reports for several operational units; assess variances; identify and communicate issues with potential solutions proactively.
• Review monthly financial activity to ensure accuracy, independently resolve a wide range of discrepancies, and maintain documentation, ensuring compliance.
• Maintain accurate financial records and support regular reporting needs.
• Independently manage fiscal year-end activities (accruals, carry-forwards, PO closures) for all Campus Operations and Public Safety units.
• Assist with monitoring capital project status and quarterly project closeouts.
• Develop and continuously improve financial tracking tools, dashboards, and reporting systems to support operational and executive decision-making.
• Act as a subject matter expert for managers on operating procedures.
• Process and track financial transactions (journal entries, invoices, requisitions, deposits, purchase orders, etc.).
• Collaborate with Accounts Payable and Procurement to resolve billing or payment issues.
• Administer a wide range of departmental office operational tasks to keep Campus Operations and Public Safety running efficiently.
• Procurement of supplies, inventory management, and maintenance of stock controls to ensure operational continuity.
• Coordinate payroll and HR administrative workflows, including processing personnel documentation, maintaining records, and ensuring compliance with university procedures.
• Act as a resource to support the Facilities Work Management phone line and online work request system.
• Serve as program administrator for departmental office events and special functions, managing logistics, vendor coordination, and execution across Campus Operations and Public Safety.
• Oversee and administer the departmental uniform program, including procurement, inventory control, vendor management, and policy compliance, ensuring consistent distribution and accountability.
• Lead cross-functional projects involving Finance, Human Resources, Procurement, Public Safety, and Facilities Services.
• Develop and implement administrative and financial procedures that improve operational efficiency and ensure compliance with university policies.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior