Executive Administrator, School of Science, Engineering and Technology

Brandeis University; Waltham (MA); On-site; USD 66,000 - 72,000; Full time

Benefits offered by this job

Job summary

Brandeis University is seeking an Executive Administrator for the School of Science, Engineering and Technology (SET) in Waltham, MA. The role delivers executive-level administrative support to the Dean and Director, handling diverse projects from inception to completion, including data collection, reporting, and calendar management.

The successful candidate will triage inquiries, write communications, maintain records, and collaborate with internal and external groups to ensure smooth

Qualifications

• Bachelor’s degree required; science or technical background preferred.
• Strong problem solver who can anticipate challenges and craft effective solutions.
• Excellent oral and written communication to coordinate across offices and groups.
• Ability to manage multiple tasks with minimal supervision and adjust to changing priorities.

Responsibilities

• Provides high level administrative support to SET senior management.

Skills

Problem solving

Communication

Multitasking

Collaboration

Education

Bachelor’s Degree

Science/technical background preferred

Tools

MS Office Suite

Databases

Job description

Executive Administrator – School of Science, Engineering and Technology (SET)

Brandeis University is looking for an Executive Administrator in the School of Science, Engineering and Technology (SET). The Executive Administrator provides direct, professional, high-level problem solving and administrative support for the Dean and Director of the School of Science, Engineering and Technology (SET). The ideal candidate independently manages and drives multiple projects, which can be diverse and complex, from inception to completion. Tasks may include liaising with groups/offices internal and external to SET; triaging and being a point of contact for inquiries to SET; writing correspondence and other communications; overseeing the maintenance of accurate/comprehensive records; collecting, maintaining, consolidating, analyzing data and preparing reports; orchestrating the summer fellowship process; facilitating schedules and calendar management; and providing day-to-day support to the Dean and Director. The position requires a versatile employee who has a finger on the pulse of activities, projects, and business within the School.

Job Description

Provides high level administrative support to SET senior management. Manages daily administration of the office. May include supervision of student workers. Research, collect, and synthesize financial, academic, and programmatic data for use by the Dean, Director, and Science Council; organize and maintain School data, including creating and maintaining data repositories and records managed by SET; manage google groups, email lists, and delegated mail accounts; and work in collaboration with the events and communications staff to update web pages.

Processes Dean’s and Director’s expenses.

Key Responsibilities

• 20% Manages all inquiries and issues brought to SET senior administration. Handle and triage as appropriate, acting as liaison between the Dean and Director and faculty, students, staff, university administration, and external constituents.


• 20% Support the Science Council including scheduling meetings, writing up minutes, managing the course approval process, collecting information for current and ongoing projects as needed, and assisting with other tasks as needed.


• 10% Provide oversight of schedules. Ensure Dean and Director are properly prepared for meetings and events both on and off campus, and takes initiative in authoring and finalizing correspondence, papers, and presentations. Manages meetings by scheduling, preparing and distributing agenda and supporting materials, taking minutes, and coordinating logistics (room, food, a/v needs).


• 20% Coordinates and manages a wide variety of high impact complex projects on behalf of SET as directed by the Dean or Director, like the summer undergraduate research fellows program and SciFest. Builds effective collaborative working relationships across campus to accomplish objectives; ensures that key stakeholders are apprised of project milestones and progress.


• 20% Manage special projects as assigned by Dean and Director. Other duties as assigned.


• 10%

Salary Range

The salary range for the position is $65.6k-$72k.

Job Requirements

• Bachelor’s Degree required, science or technical background preferred 3-5+ years work-related experience


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


• Demonstrated ability to be organized, meticulous, and flexible in an environment that requires continuous monitoring and reassessment of priorities.


• Demonstrated ability to manage ambiguity and juggle multiple tasks while allocating and optimizing resources and timelines to complete tasks, often in a rapidly changing organization and environment.


• Excellent oral and written communication to effectively coordinate across offices and groups.


• A collaborative and inclusive professional style, impeccable interpersonal skills, ability to build strong relationships with staff at all levels in departments and offices across Brandeis.


• Independent worker who does not require micromanagement and knows when to seek guidance and ask questions.


• Comfortable running assigned projects and tasks with minimal oversight.


• Willingness to take on new challenges and an openness to change.

Skills & Knowledge

Scientific background helpful. Working knowledge of MS Office Suite and databases preferred. Must be a comfort with technology and a willing to learn new systems and programs.

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\").

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.

Accommodations

Applicants who require accommodation in the job application process are welcome to contact Human Resources at 781-736-4474 or via email, [e-mail].

Health and Safety

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.

Background Check Policy

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