Operations Coordinator, Brandeis Career Network

Brandeis University; Waltham (MA); Hybrid; USD 52,000 - 58,000; Full time

Benefits offered by this job

Tuition assistance

Health, dental, and vision coverage

Disability and life insurance

Retirement savings

Employee discounts

Job summary

Brandeis University seeks an enthusiastic Operations Coordinator to support the Brandeis Career Network, creating a welcoming, professional environment for students, alumni, faculty, staff, and employers.

You will oversee office operations, coordinate scheduling, events, and budgets, supervise student staff, manage records in Handshake, and collaborate with campus offices to streamline processes on a hybrid 35-hour workweek.

Qualifications

• High school diploma or GED required.
• 1-3 years administrative/office operations experience.
• Strong customer service, communication, and confidentiality.
• Proficiency with Microsoft Office, Google Workspace, and web-based systems.

Responsibilities

• Serve as a primary point of contact for students, alumni, staff, and visitors.
• Oversee front desk and student-facing operations, including scheduling and referrals.
• Hire, train, and supervise student employees supporting office operations.
• Manage office correspondence, supplies, budgets, and confidential materials.
• Enter and manage job postings, resumes, events in Handshake and related systems.

Skills

Customer service

Organizational skills

Communication

Multitasking

Attention to detail

Education

Bachelor’s degree

High school diploma or GED

Tools

Microsoft Office

Google Workspace

Handshake

CRM systems

Job description

Brandeis University is launching a bold new approach to career as part of its vision to Reinvent the Liberal Arts, and we’re looking for an enthusiastic, highly organized Operations Coordinator to help bring that vision to life. The Operations Coordinator is at the center of the day-to-day experience of the Brandeis Career Network. We’re looking for someone who takes pride in creating a welcoming, professional environment, enjoys helping people, notices the details others might miss, and gets satisfaction from making sure everything runs smoothly. You’ll help create an exceptional experience for the students, alumni, faculty, staff, employers, and other visitors who interact with our team.

Key Responsibilities

Office Management

• Serve as a primary point of contact for students, alumni, staff, and visitors, providing responsive customer service in person, by phone, and by email.
• Oversee front desk and student-facing operations, including scheduling appointments, answering questions, sharing resources, and making referrals.
• Maintain a clean, organized, and welcoming office environment.
• Hire, train, schedule, and supervise student employees supporting office operations.
• Manage office correspondence, supplies, equipment, inventory, and confidential materials.
• Process purchasing, reimbursements, invoices, and other budget transactions.
• Identify opportunities to improve office processes, systems, and the overall experience of staff and visitors.

Team Support

• Provide administrative and operational support to a growing, collaborative career center team.
• Maintain accurate student and alumni records, including appointments, notes, and follow-up documentation.
• Enter and manage job postings, resume collections, events, and other information in Handshake and related systems.
• Support career programs and events through room reservations, catering, registration, materials, communications, and other event logistics.
• Coordinate with university offices and campus partners to help the team navigate processes and connect students with appropriate resources.
• Assist with special projects and emerging priorities as the Brandeis Career Network continues to grow and evolve.

Executive and Administrative Support

• Provide administrative support to the Executive Director, Career Services, Education and Strategy.
• Assist with calendar management and scheduling, including prioritizing requests and helping resolve scheduling conflicts.
• Coordinate meetings and events, including agendas, materials, room reservations, technology, and follow-up.
• Take meeting notes and prepare clear summaries, action items, and follow-up materials as needed.
• Draft, edit, and format correspondence, reports, presentations, and other materials.
• Track projects, deadlines, and follow-up items to help ensure work moves forward.
• Support a positive and connected team culture by coordinating staff meetings, celebrations, recognition, and other team activities.

Why You’ll Love Working Here

Be part of something new. Join a growing career organization during an exciting period of transformation at Brandeis. Make a visible impact. Help create a welcoming, well-run environment for students, visitors, and colleagues. Enjoy variety in your work. Support everything from office operations and events to student employees and special projects. Grow with us. Brandeis supports professional development, training, and opportunities to build new skills.

Work Environment

Brandeis combines the educational model of a liberal arts college with the resources of a research university. At our core, we are a medium-sized residential campus that provides a robust in-person experience for students and community members. Career center staff work 35 hours per week on a hybrid schedule, with flexible hours available when operational needs allow. Occasional early morning, evening, or weekend work may be required to support programs and events.

Benefits

Brandeis offers a comprehensive and competitive benefits package designed to support employees' health, financial well-being, and work-life balance. Benefits include medical, dental, and vision coverage, disability and life insurance, retirement savings, tuition assistance, employee discounts, and voluntary insurance options.

Hiring Salary Range

Hiring Salary Range: $52,000–$58,000

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.

Qualifications

• High school diploma or GED.
• One to three years of administrative, office operations, customer service, or related experience.
• Demonstrated ability to provide high-quality customer service with professionalism, discretion, and confidentiality.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
• Ability to identify problems, develop solutions, and follow projects through to completion.
• Strong written and verbal communication skills for a variety of audiences.
• Proficiency with Microsoft Office, Google Workspace, and web-based systems and platforms.
• Experience tracking expenses, processing transactions, or supporting budget management.
• Ability to represent the Brandeis Career Network professionally in person, online, by phone, and through written communication.
• Ability to adapt and stay organized in a collaborative, fast-moving, and evolving work environment.

Preferred

• Bachelor’s degree.
• Administrative or operational experience in a college, university, nonprofit, or similarly complex organization.
• Experience supervising student employees or other part-time staff.
• Familiarity with platforms such as Handshake, LinkedIn, or other student recruiting, CRM, or event-management systems.

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, 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