Business Coordinator

Brandeis University; Waltham (MA); On-site; USD 47,400 - 59,000; Full time

Job summary

Brandeis University in Waltham, MA, is seeking a Business Coordinator for the School of Arts, Humanities, and Culture. You will support budget and financial processes, student hiring, and general operations while serving as a knowledge resource for faculty and staff.

The role emphasizes attention to detail, strong organizational and communication skills, and the ability to work independently while coordinating with various offices and vendors on campus.

Qualifications

• High School diploma required; Bachelor's degree strongly preferred.
• 1–3 years work-related experience.
• Strong organizational, communication, and interpersonal skills.
• Able to work independently and handle logistics for seminars and retreats.

Responsibilities

• Assist with updating budget tracking in Workday and generate data reports.
• Process orders and transactions in COUPA; advise on P card reconciliations and expense reports.
• Coordinate hourly student hiring, cost allocation changes, termination, and related processes.
• Oversee general office operations: supplies, mail, checks, and facilities issues.
• Support cross‑functional groups and provide coverage as needed.

Skills

Organizational skills

Communication skills

Interpersonal skills

Attention to detail

Independent work

Education

High School diploma

Bachelor's Degree

Tools

MS Office

Google Suite

Institutional enterprise software

Job description

Brandeis University is looking for a Business Coordinator in the School of Arts, Humanities, and Culture. The Business Coordinator will perform a combination of responsibilities and demonstrate in-depth proficiency in completing routine assignments. Specific responsibilities include payment processing and approvals; payment tracking; and facilities and mail support. Act as a knowledge resource for faculty, staff, and students. Positions may work with their supervisor to hire and manage office students and student research assistants.

The salary range for the position is $47.4k- $59k.

Job Description

Budget Support (25%)

Under supervision of Sr. Budget Administrator, help with updating department budget tracking spreadsheets and running reports in Workday to generate relevant data. Respond to queries from administrators and faculty regarding current balance for their budgets. Attend regular budget meetings with Department and Program Chairs.

Financial Processing (35%)

Under supervision of the Sr. Budget Administrator, responsible for orders and other transactions processed in COUPA. Work in conjunction with procurement, general accounting, and accounts payable as necessary. Instruct faculty on P card reconciliations and expense reports. Assist supervisor with completing all fiscal year end tasks, such as ensuring no accounts are overspent and moving expenses between funding streams which requires independent decision‑making on the best funding source for particular expenses.

Student Hiring (15%)

May be the primary contact for hourly student hiring in conjunction with Student Financial Services. Coordinate hiring, costing allocation changes, termination, and other processes related to hourly students.

General Operations Support (20%)

Oversee general office support, including but not limited to placing supply orders; handling mail/packages and checks; and updating mail boxes. Serve as a contact for facilities concerns. Interact with vendors and on‑campus offices as needed.

Other duties as assigned (5%)

Other duties as required. Support cross‑functional groups as requested and provide coverage for colleagues upon request.

This job is located in Waltham, MA. Events are in person and event coordinators' presence must be in person for events they oversee.

Job Requirements

High School diploma required, Bachelor’s Degree strongly preferred 1-3 years work-related experience. Strong organizational, communication, and interpersonal skills is essential. Attention to detail is an absolutely required quality. Must be able to work independently while having the ability to know when to ask questions. This position will be interacting with a wide range of faculty and staff to organize and handle logistics of incoming seminar speakers and scheduling of retreats. As such this position must be able to deftly adapt to any situation, concern, or problem that arises. This position is an outward facing position. Tasks performed will be highly visible to the community and external parties necessitating a highly professional and calm demeanor. Ability and inclination to anticipate future opportunities and consequences. Resonance with the mission and goals of the team’s priorities.

Skills & Knowledge

Experience and comfort with using with software is a must; preferabl, MS Office, Google suite, and institutional enterprise software.

Dimensions & Scope

Expected to be a part of diverse teams, requiring high degree of collaboration and inspiring confidence with team members.

Pay Range Disclosure

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.

Equal Opportunity Statement

Brandeis University is an equal opportunity employer which does not discriminate against any applicant or employee on the basis of race, color, ancestry, religious creed, gender identity and expression, national or ethnic origin, sex, sexual orientation, pregnancy, age, genetic information, disability, caste, military or veteran status or any other category protected by law (also known as membership in a "protected class").

Come Work With Us

Brandeis University is a great employer for all the same reasons it is an outstanding university. Its commitment to inclusion, dedication to lifelong learning and commitment to excellence are just a few of the reasons our workplace culture shines bright. We take pride not only in maintaining this culture, but expanding it - by recruiting and retaining outstanding employees who share our values and enrich Brandeis University overall. Brandeis University is an equal opportunity employer which does not discriminate against any applicant or employee on the basis of race, color, ancestry, religious creed, gender identity and expression, national or ethnic origin, sex, sexual orientation, pregnancy, age, genetic information, disability, military or veteran status or any other category protected by law (also known as membership in a "protected class").

Applicants who require accommodation in the job application process are welcome to contact Human Resources at 781-736-4474 or via email, [e-mail]. The health and safety of the Brandeis community is important. While not required, we strongly recommend that employees are fully vaccinated. For additional information feel free to review the Human Resources Office website. Certain positions at Brandeis University may require a background check. To review this policy, visit our website at http://www.brandeis.edu/human-resources/onboarding/index.html