Sr. Division Coordinator

Brandeis University is delighted to announce a career opportunity of Senior Division Coordinator, Division of Science. If you are looking for an opportunity to work at a beautiful university campus with lots of perks including free parking, look no further.  At Brandeis we offer a competitive benefits and compensation package which includes medical, dental and life insurances.  We also offer a generous paid time off benefit including 15+ holidays.  If you are looking 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.

The Division Coordinator will manage projects and activities for the Division Head and Director; liaise with internal and external groups; write correspondence and other communications; organize meetings; run the summer undergraduate program; process invoices for external billings; maintain accurate/comprehensive records; collect, maintain, consolidate, and analyze data; prepare reports; provide day-to-day support to the Division Director and Head. This position will take projects from start to finish and facilitate the Division of Science’s communications and business processes. The position is a jack of all trades which will require a finger on the pulse of activities, projects, and issues within the Division of Science.

Key Responsibilities:

• Support the Director including, but not limited to, managing communications with external contacts and non-Division of Science groups at Brandeis, monitoring, triaging, and responding to messages in delegated email accounts (e.g. [email protected]), organizing meetings (e.g. department administrators), writing minutes, coordinating Division level core facilities by improving efficiency and increasing communication between groups, sending SciBilling invoices to external users and tracking payments, assisting with special projects, overseeing day-to-day Division needs.                         

• Coordinate and oversee the competitive undergraduate research fellowship application process and the summer undergraduate research program which culminates in SciFest, the capstone project for undergraduate researchers.                                                                            

• Organize and maintain divisional data, including creating and maintaining organizational data structures, maintaining databases and records managed by the Division of Science, managing Division google groups and mailing lists (particularly metadata such as list/group owner), working with the DivSci tech group designing, revamping, and testing new or revamped databases.                                                             

• Support the Science Council including scheduling meetings, writing up minutes, managing the course approval process, collecting information for current and ongoing projects as needed by the Division of Science Director and Head.                                                                                            

• Run Division of Science sponsored events, including but not limited to summer ice cream social, graduate student orientation events, SciFest, and a Division sponsored special seminar speaker once per semester. Create and maintain a central events calendar to prevent event conflicts across departments, send out the weekly and daily seminar listings, liaise with departments on event questions, and coordinate occasional social events for the Division of Science Staff.                          

• Coordinate and oversee building and safety issues within the Division. Work with the Vice Provost for Research, Safety Officer, Laser/Radiation Officer and Facilities to build and maintain a safety program in the Division of Science.                                                                

• Generate and analyze reports, collect data on science trainees and produce reports for use by the Division Head, Director, and Science Council                                                                                                                 

Education: Bachelor’s degree required with preference for advanced degree in a science

Work Experience: 3-5 years

Qualifications/Attributes

• 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.

• Strong problem solver who can think ahead, consider all the variables, anticipate challenges, and find creative and effective solutions to unusual situations.

• Exceptional project management skills. Able to juggling 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.

• Autonomous worker who does not require micromanagement but knows when to seek guidance and ask questions. Comfortable taking initiative.

• Strong technical skills with working knowledge of MS Office Suite skills

• Data management and organization experience

Commitment to Diversity, Equity, and Inclusion
Diversity, equity and inclusion are important values at Brandeis today and always have been for they are rooted in our founding as an institution. These values serve as a reminder for self-reflection, and a continuous call to grow for us as Brandeisans.  Founded as a model institution for ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of all nationalities, religions, and orientations.  Moreover, social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the evolving diversity of our larger society.  Read more online about our Mission and Diversity Statements at Brandeis Mission and Diversity Statements.

If you are interested in a role and have relevant experience but your work history does not align perfectly with every qualification in the job description, we nevertheless encourage you to apply.

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.