Communications and Events Coordinator

Brandeis University; Waltham (MA); Hybrid; USD 52,000 - 59,000; Full time

Job summary

Brandeis University is seeking a Communications and Events Coordinator in Waltham, MA to support events for the School of Science, Engineering and Technology (SET). The role requires strong organizational skills, attention to detail, and the ability to interact with scientists and faculty.

Responsibilities include coordinating seminars, conferences, publicity, and online communications, with hybrid in-person and remote work where applicable.

Qualifications

• Bachelor’s Degree required.
• 1–3 years work-related experience.
• Strong organizational, communication, and interpersonal skills; attention to detail essential.
• Experience with Filemaker, MS Office, Google Suite preferred.

Responsibilities

• Organize all aspects of events (seminars, journal clubs, retreats, conferences) in assigned area.
• Coordinate travel, meals, room reservations, and reimbursements.
• Publicize events and maintain SET website presence via blog and social media.
• Interact with faculty, speakers, and planning committees to ensure successful events.
• Support cross-functional groups and provide coverage as needed.

Skills

Organizational skills

Attention to detail

Interpersonal communication

Education

Bachelor's Degree

Tools

Filemaker

MS Office

Google Suite

Job description

Brandeis University is looking to hire a Communications and Events Coordinator. The Communications and Events Coordinator will support events run by departments and programs in the School of Science, Engineering and Technology (SET). Events may include seminars, journal clubs, retreats, symposia, festschrifts, conferences, and other events as they arise for organizations. Position requires significant organizational skills and attention to details in order to successfully plan and execute logistics for a large number of events. The position also requires an understanding of how science events are run and how to successfully interact with scientists. Support the website, blog, social media, and other communications needs of SET. The maximum budget for the position is $59k.

Event Responsibilities (65%)

• Organize all aspects of seminars, journal clubs, retreats, symposia, festschrifts, conferences, and other events in assigned area.
• This may include, but is not limited to, coordinating meals/food orders.
• Setup of these orders prior to an event and clean up after an event.
• Making room reservations and necessary rentals.
• Contacting invited speakers.
• Coordinating travel arrangements, often arrangements for travelers from all parts of the world.
• Process reimbursements and honoraria.
• Interact with faculty, invited speakers, guests, and other planning committees and liaise with speakers and guests of various functions to ensure successful completion of events.
• Serves as a contact/liaison to University Events, Harvest Table, and other campus offices as necessary.

Communications Responsibilities (30%)

• Coordinate publicity for events, which may include maintaining the seminar database records, sending out weekly science seminar listings, updating event listings on websites, send information to Bevents, and post flyers announcing events.
• In conjunction with the Events Comm Admin and Office of Communications, this position may generate promotional materials and publicity for events.
• Maintain SET website presence, including blog posts, calendar updates, and social media presence.

Other duties (5%)

• Perform other duties as assigned.
• Support cross-functional groups and provide coverage for colleagues in SET as requested.

Additional Job Description: Office environment/no specific or unusual physical or environmental demands. This job is located in Waltham, MA. While there is the flexibility of a hybrid schedule, events are in person and the event coordinator must be in person for events they oversee.

Job Requirements

Bachelor’s Degree required

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.

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

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").

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