Academic Administrator

Brandeis University is delighted to announce a career opportunity as an Academic Administer to support the Education Program.  Brandeis offers a generous and competitive benefits package including paid time off, health, dental and vision as well as a retirement plan match plus free tuition. We offer a flexible schedule and an opportunity to work with a dedicated and fun team at our beautiful campus in Waltham, MA with free parking and other perks.

Key Responsibilities:

Budget management:  30%

• Manage Education Program, Teacher Leadership and grant budgets and track related expenditures (OPEX, GTR, gift accounts, as applicable), reconciling budget discrepancies as needed.
• Provide reporting and analysis to Chair and Directors periodically, especially for annual planning document and five-year program reviews. Track payroll and oversee processing of fiscal related requests.
• Recommend revenue goals and expense allocations. Process payments to mentors, guest speakers, workshop facilitators and vendors. Serve as primary liaison to SAS and GSAS budget personnel; Communicate with A&S budget team, SFS, GSAS, and accounting on transactions, payroll, policies and other budget related matters. Reconcile P-card transactions in Coupa.
• Assist in the preparation of PDPs (professional development points) and Course Vouchers as needed. Act a resource for faculty in managing grants, hiring students, reconciling expenses and other financial matters.

Graduate Affairs (MAT, BA-MAT and Teacher Leadership) 20%

• Provides general support for MAT and BA-MAT program and leadership, including leading multiple data management projects, curating newsletter content, tracking MAT student progress, and coordinating with stakeholders.
• Collaborate with Assistant Director of Field Experience to support students, prepare documentation for licensure, and onboard new mentors and field instructors.
• Provide support for Teacher Leadership Program in admissions, recruitment process, registration, and record-keeping.
• Assist in preparing annual reports for funders for Teacher Leadership Program. Prepare annual readmission forms for Teacher Leadership students and submit to GSAS.

General Administration, Office Management, and Projects 20%

Manage Education Program office:  Assist Chair with day-to-day administration and projects, overseeing student workers and other office staff who perform the more routine tasks. Includes:

• Creating, organizing and maintaining files/records, ordering supplies, recommending process improvements, ordering supplies/inventory
• Creating content for and maintaining Program website, overseeing communications, website, social media, and weekly newsletter, managing google groups, sending announcements,
• Keeping track of Program calendars, coordinating Program meetings and recording minutes, assisting Chair with annual planning memo process; updating program handbook, advising sheets and other materials; coordinating with GSAS, Summer School, and the Registrar’s office as needed.

Event Planning 15%

• Manage virtual and/or live event planning (professional development, workshops, speakers) for Education Program and MAT Program.
• Mentor student workers who perform assigned tasks. Liaise with speakers/visitors as necessary, coordinate travel, books, space, and food, coordinating with University Events Operations.
• Creates communication and publicity materials, coordinating with central communications to ensure consistent messaging and branding.
• Lead role in planning and organizing the MAT graduation in July, liaising with University Events, Communications and MTS as needed.

Faculty Affairs 10%

• Oversees Program Administrator in supporting faculty on questions regarding technology, institutional or Program policies and other general information. With Assistant Director of Field Experience, support faculty in coordination with affiliated schools and organizations beyond Brandeis (Consortium for Excellence in Teacher Education, Waltham Public Schools, etc.) as needed. 
• Process hiring of per course hires; and orient new full time and per course faculty to Brandeis business processes.
• Take the lead on managing logistics of faculty searches and tenure and promotion cases.

Undergraduate Curriculum and Student Support 5%

• Supports Program Administrator in aiding student progress towards degree completion, as necessary.
• Oversee management of course registration, sending registration information and assisting students (undergrad and graduate) with the process.
• Maintain undergraduate student teaching application (form creation, management and record keeping) and assist applicants in completing the forms.

Job Requirements:

• Bachelor’s Degree required plus 3-5 years of experience
• Must be able to work with budgets and financial information comfortably and confidently.
• Professional demeanor with excellent interpersonal skills and ability to build effective relationships.
• Organized and efficient in managing time, with strong prioritization skills to meet deadlines and coordinate work on several projects at once; ability to change priorities quickly and maintain composure in unforeseen situations.
• Excellent verbal and written communication skills; diplomatic; discreet in handling confidential material
• Excellent customer service skills

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.