Brandeis University â“ a distinguished top-tier private research university recognized for its academic excellence and leading-edge research â“ has an exciting opportunity for a talented and motivated Department Coordinator, Institutional Advancement.

Position Summary

Institutional Advancement Division (IA) seeks to hire a Department Coordinator. The coordinator serves as the first point of contact for visitors and guests who call or visit the Institutional Advancement Division (IA).  As such, the Coordinator will play a key role in representing IA to a variety of constituencies, including donors, alumni, trustees, and University leadership, and manages the front desk operations for the IA Division.  The Coordinator also plays an active role in supporting the Talent Management function for the division, which includes supporting the onboarding, training, and orientation for new staff, assisting with scheduling candidate interviews and campus visits, etc.

The Coordinator also provides administrative support to the operations and administration team, as well as database management support to a number of IA stakeholders including the senior executive team (VPs and AVPs offices); provides occasional backfill support to other departments, upon request. 

Primary Responsibilities

Reception Area Operations:

• Serves as first point of contact for visitors and guests to the Institutional Advancement Division.  Greets and welcomes visitors to the office, addresses their questions and/or directs them to appropriate staff; signs for and facilitates deliveries. Assists with answering the main phone line, responding to general questions and refers calls to appropriate staff.
• Creates and maintains front desk coverage schedule to cover the lunch hour and absences; distributes to IA coordinator group.
• Sorts and distributes all departmental mail; maintains the IA mailboxes and supply work rooms.

Talent Management Support:

• Under the direction of the Assistant Director, Advancement Talent Management and Administration, the Coordinator will assist with arranging applicant interview schedules and drafting itineraries.
• Assists with on-boarding procedures for new staff, to include: scheduling orientation meetings, arranging for suite and building access, ordering name badges and other new hire swag, and arranging campus tours, among other tasks.
• Coordinates with the IT department to arrange for phone and technical equipment set up and systems access for new employees.
• Provides overview and navigation instructions on IA intranet site and ascend database to newly hired staff.
• Maintains and updates organizational charts and contact information on IAâ™s university directory webpage, as well as the IA intranet site and the Alumni website.
• Assists with the job posting process by drafting job ads for new or newly vacant positions, and working with hiring managers and central HR to post jobs on external sites; maintains a job posting site list.

General Administrative Support:

• Assists the senior executive team (SVP and VPs Offices) with clerical tasks (copying, scanning, filing, meeting planning, etc.) and CRM database entry related to the Presidentâ™s and IAâ™s Senior Vice Presidentâ™s prospect and donor activities, and ensures that important donor and prospect documentation is properly stored in the electronic file system.           
• Provides occasional general administrative and database management backfill support as needed to all units within the IA Division on special projects, including but not limited to: data entry in the ascend database; providing support on electronic file storage systems; and event planning activities.

Qualifications

• Bachelor's degree preferred

• 1 to 3 years total work experience required.

• Demonstrates proficiency in email, word processing, spreadsheet, presentation and conferencing software, and relational databases with an ability to become comfortable and productive with the Universityâ™s alumni and donor systems.  MS Office Suite and Salesforce experience highly desired.

• Functional use of common office equipment, including computer systems, printers, scanners, fax machines, mailing machines, label makers, binding machines, etc.

• Exhibits professional written and oral communications skills that conveys information clearly and concisely.

• Presents a collegial, collaborative, and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy.

• Ability to successfully interact and collaborate with varied constituencies and at all times represents Brandeis University in an exemplary and professional manner.

• Ability to apply sound judgment, discretion, and a commitment to professional ethics, data security and nondisclosure when dealing with highly confidential constituent, donor, and prospect information.

• Adheres to University and departmental business policies and procedures.  

• Excellent organizational skills with high attention to detail and follow-up. 

• Self-motivated with an ability to work both independently and collaboratively.

About Brandeis:

Brandeis is dedicated to first-rate undergraduate education while making groundbreaking scientific discoveries, advancing artistic and creative expression, and tackling some of societyâ™s most pressing economic, human rights, and health policy issues. Brandeis offers a culture of learning and mentorship essential to a 21st-century liberal arts education where close relationships with professors and research opportunities enable students at all levels to collaborate with faculty members and peers across the institution.  Established as a nonsectarian university in 1948 by members of the American Jewish community, our visionary founders shared a commitment to social justice and to making the world a better place. Our foundersâ™ pioneering spirit and intellectual pursuits continue today at Brandeis â“ from helping to solve a national public health crisis through work at its Opioid Policy Research Collaborative, to the biological discoveries that, in 2017, earned two faculty members a Nobel Prize in Physiology or Medicine.

We aspire to further such important endeavors and are looking to grow our team with individuals who share our passion and commitment. In preparation for its next ambitious campaign, the Division of Institutional Advancement (IA) seeks to strengthen the bonds with the universityâ™s many constituencies. By working together, we will secure the financial resources necessary to continue the legacy of excellence in teaching, research, and scholarship at Brandeis.

Located nine-miles west of downtown Boston, a global hub for higher education and innovation, Brandeis University is accessible via major highways (I-90 and I-95) and the MBTA Brandeis/Roberts commuter rail stop.

About Brandeis University

As a medium-sized private research university with global reach, we are dedicated to first-rate undergraduate education while making groundbreaking discoveries. Four major academic units with 3,600 undergraduates and 2,050 graduate students comprise the University: the College of Arts and Sciences, the Heller School for Social Policy and Management, the International Business School, and the Rabb School of Continuing Studies. In 1985, Brandeis was elected to membership in the prestigious Association of American Universities (AAU), which represents the 62 leading research universities in the United States and Canada. Brandeis has been ranked among the top 35 national universities by U.S. News & World Report every year since the rankings’ inception. Our 235-acre campus is located in the suburbs of Boston, a global hub for higher education and innovation. Our faculty are leaders in their fields, as passionate about teaching and mentorship as they are about pushing the boundaries of knowledge. Our students are motivated, compassionate, curious and open to exploring new and challenging experiences. Brandeis was founded in 1948 as a nonsectarian university under the sponsorship of th...e American Jewish community to embody its highest ethical and cultural values and to express its gratitude to the United States through the traditional Jewish commitment to education. By being a nonsectarian university that welcomes students, teachers and staff of every nationality, religion and orientation, Brandeis renews the American heritage of cultural diversity, equal access to opportunity and freedom of expression.

Show more

Show less

Connections working at Brandeis University