Senior Department Coordinator (Counseling & Health Centers)

Brandeis University • Waltham, MA

5d

About The Position

The University’s Counseling and Health Centers are looking for an energetic, detail-oriented Senior Department Coordinator to support both vital departments. In this dual-impact role, you will be the primary point of contact for students, patients, staff, and campus leadership, ensuring our day-to-day operations, communications, and clinical administrative workflows run smoothly. The Counseling and Health Centers are essential to student wellness, health, and academic success. As the Senior Department Coordinator, your work directly supports our clinical teams and front-office staff, ensuring high-quality, compassionate care for our campus community. Reporting jointly to the Directors of both centers, you will balance operational excellence with creative outreach and data analysis.

Requirements

• Strong administrative, operational, or coordinator experience—preferably in higher education, healthcare, or clinical office settings.
• Proficiency with Microsoft Office (especially Excel and PowerPoint), web content management systems, and social media platforms.
• Exceptional written and verbal communication skills, paired with sound judgment and a deep respect for student/patient privacy and confidentiality (HIPAA/FERPA awareness).
• Ability to balance competing priorities across two distinct departments with autonomy, organization, and calm under pressure.
• A welcoming, empathetic demeanor toward students, clients, patients, and visitors navigating health and wellness services.

Nice To Haves

• Experience with Electronic Health Record (EHR) systems is a major plus.

Responsibilities

• Serve as the go-to resource for front-desk staff, provide front-office coverage, and ensure clinical schedules are accurately populated and maintained within the Electronic Health Record (EHR) system.
• Manage executive calendars for both Center Directors with minimal supervision, order department supplies, and maintain day-to-day office efficiency.
• Organize, schedule, and execute complex, high-impact meetings, campus initiatives, and departmental events from concept to logistics.
• Maintain website content to keep information accurate and up to date, while managing vibrant social media channels, newsletters, and email communications.
• Serve as a primary point of contact for campus and community outreach requests (including the BCC team), assisting with event planning and attending outreach functions.
• Act as a warm, welcoming, and knowledgeable front-line resource for visitors, students, and campus partners, fostering strong cross-departmental relationships.
• Compile, track, and maintain revenue and charge data reports to support financial monitoring and operational planning.
• Create clear, polished presentations and operational reports using Microsoft Excel, PowerPoint, and Office suite tools for department leadership.
• Assist leadership with special projects, departmental priorities, and emerging initiatives as needed.

Benefits

• The University's pay ranges represent a good faith estimate of what Brandeis reasonably expects to pay for a position at the time of posting. The pay offered to a selected candidate during hiring will be based on factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience and education/training, internal peer equity, and applicable legal requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed