Part-time Business Coordinator

Brandeis University; Waltham (MA); On-site; USD 23,000 - 28,000; Part time

Benefits offered by this job

Benefits

Job summary

Brandeis University seeks a part‑time Business Coordinator for the School of Science, Engineering and Technology (SET) to support routine operations, facilities needs, and student/research administration. The role covers front desk duties, space management, and coordination with procurement and HR systems.

Requires 1–3 years’ related experience and strong organizational and communication skills;Bachelor’s degree preferred.

Qualifications

• High School diploma required; Bachelor’s Degree preferred.
• 1–3 years of work-related experience required.
• Strong organizational, communication and interpersonal skills.

Responsibilities

• General office support including front desk, calls, scheduling, mail, and files.
• Facilities coordination: work orders, space surveys, equipment purchases and repairs.
• Financial: COUPA transactions, P Card reconciliations, travel reimbursements.
• Student and research staff administration: hourly hiring, Workday processes.
• Other duties as assigned and cross-functional coverage.

Skills

Organizational skills

Communication

Interpersonal skills

Education

High School diploma

Bachelor’s degree preferred

Tools

Filemaker

MS Office

Google Suite

Institutional enterprise software

Job description

The Business Coordinator for the School of Science, Engineering and Technology (SET) will perform a combination of responsibilities under the direction of the Business Administration Manager and demonstrate in-depth proficiency in completing routine assignments. Specific responsibilities vary by position and during the year, but include general office support, facilities support, and student and research administration support. Act as a knowledge resource for faculty, staff, and students. Position may work with their supervisor to hire and manage office students.

Job Description General Operations (50%)

Oversee general office support, including but not limited to covering the front desk; handling phone calls and foot traffic; scheduling rooms; handling key/card access; placing supply orders; handling mail/packages and checks; updating mail boxes; organizing office files and supplies; manage google calendars; maintaining contact lists; updating databases; and ensuring that the office is tidy and presentable.

Facilities Management (20%)

Serve as a contact for SET facilities concerns including placing and tracking work orders; conducting space and equipment surveys; organizing annual floor cleaning; and interacting with vendors and on-campus offices regarding school equipment purchasing, maintenance, and repairs particularly for autoclaves, ice machines, and glasswashers.

Financial Responsibilities (10%)

May be responsible for orders and other transactions processed in COUPA; assist faculty on P card reconciliations and transaction approvals; and process reimbursement and travel and business expense reports. Work in conjunction with procurement, general accounting, and accounts payable as necessary.

Student and Research Staff Administration (15%)

May be the primary contact for hourly student hiring and, in conjunction with Student Financial Services, coordinate hiring, costing allocation changes, termination, and other processes related to hourly students. May assist with processing of research staff, postdoctoral fellow, courtesy appointments, and stipended undergraduates in Workday.

Other duties as assigned (5%)

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

The hourly pay rate for the position is $25.82-$31. This is a part-time position working 17.5 hours a week and is eligible for benefits.

Job Requirements

High School diploma required, Bachelor’s Degree preferred 1-3 years work-related experience is required. 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").

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