Academic Administrator, Mathematics

Brandeis University is delighted to announce a career opportunity for an Academic Administrative in the Mathematics department. If you are looking for an opportunity to work at a beautiful university campus with lots of perks including free parking and access to a top-of-the-line athletic facility, look no further! At Brandeis, we offer competitive benefits and compensation package which include medical, dental and life insurance.  If you hope to advance your career through educational opportunities, Brandeis offers tuition benefits for employees, dependents and spouses. Our 403b retirement savings plan includes a generous match.

Job Summary

Oversee daily operations and administrative support for the Department of Mathematics to ensure smooth and efficient student-centered functioning. Evaluate data collection processes; recommend improvements. Curate website communications. Plan and manage departmental events. Independently assist the Chair, Undergraduate Advising Head and Math Department committee members with a wide variety of administrative functions and projects. Manage the front office of the Math Department. Oversee student office worker who performs more routine tasks.

For full consideration, applications should include BOTH a resume and a cover letter. 

Job Responsibilities:

General Administration and Projects:

Manage department office; assist Chair with day to day administration and projects; oversees 1 student worker. Includes:Creating, organizing and maintaining files/records, recommending process improvements, ordering supplies/inventory, creating content for and maintaining department website, managing google groups and Instagram account, sending announcements, coordinating department and committee meetings and recording minutes, assisting the Chair with the annual department planning process, sending announcements, coordinating department meetings and recording minutes, assisting the Chair with the annual department planning memo process. Maintaining the Math Building by submitting work orders for repairs and requesting upgrades. 20%

Budget Management:

Manage department or program budget and track related expenditures (Math Department Operating Expenses, GTR, Math Department Research Fund, Eisenbud Lectures Fund and various gift funds.). Track payroll and oversee processing of fiscal related requests. Providing updates to the Chair periodically. 15%

Curriculum:

Provide general advice to students, fielding inquiries regarding program details major and

minor requirements and questions about Work Day. Coordinate annual course scheduling, spearhead annual Bulletin review, manage cross-listing requests. Acquire and apply knowledge of degree program requirements in providing guidance to students. Hold office hours for undergraduate majors. 20%

Faculty Support:

Serve as a resource or point person to faculty on questions regarding technology,

institutional or departmental policies, Work Day, and other general information. Manage logistics of faculty searches, schedule meetings and make travel arrangements, assist with the “new course” approval process. Organize tenure and promotion cases as applicable, support faculty with course preparation and expense reconciliation. Submit summer salaries for faculty members who have grants. 15%

Events

Manage virtual and/or live event planning for the Math Department Mentor student workers who perform assigned tasks. Liaise with speakers/visitors as necessary, books hotel reservations, event space, and food, coordinating with Office of University Events (UEO).

Creates communication and publicity materials, coordinating with central Communications to ensure consistent messaging and branding. Assist with publicity using google-groups announcements, Instagram, the Division of Science Blog, Brandeis Stories. Co-organizes the Eisenbud Lectures in Mathematics and Physics, the Yau Math Competition Event, Prep Camp, retirement events, among others. 15%

Hiring

Hires undergraduate graders, graduate proctors and tutors and Math Mentoring Program mentors. Hires graduate students for additional jobs which include: Ushers for Yau Math Competition, Prep Camp Mentors, Guided Reading Program mentors. 15%

Qualifications

• Bachelor’s degree required; Master’s degree preferred

• 2-4 years of relevant experience required.

• Excellent oral and written communication to effectively coordinate across offices and groups.

• Outstanding organizational ability and meticulous attention to details to accurately keep track of many moving parts.

• Excellent customer service and people skills required

• Problem solver who can think ahead, anticipate challenges, and find creative and effective solutions to unusual situations.

• Ability to juggle multiple tasks, allocating and optimizing resources and timelines to manage a task from start to finish and keep everyone appropriately informed.

• Impeccable interpersonal skills with a collaborative work style to create strong working relationships with departments and offices across Brandeis.

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.