Senior Budget & Operations Administrator, Campus Operation & Public Safety

Brandeis University; Waltham (MA); On-site; USD 75,000 - 79,000; Full time

Job summary

Brandeis University is seeking a Senior Budget & Operations Administrator to support the Executive Director of Operations, Administration, and Budget in Waltham, MA. The role covers Facilities Services, Capital Programs, Environmental Health & Safety, Public Safety, Parking, and related units.

You will manage financial workflows, payroll, procurement, and administrative operations, strengthening internal systems to ensure high-quality operations and timely reporting.

Qualifications

• Bachelor's degree required.
• 4-6 years of related work experience in budget, operations, or administrative functions.
• Experience in higher education preferred.
• Strong Excel and financial systems skills.

Responsibilities

• Prepare quarterly budget-to-actual reports for multiple units and analyze variances.
• Review monthly financial activity for accuracy and resolve discrepancies.
• Maintain financial records and support regular reporting needs.
• Manage fiscal year-end activities including accruals and PO closures.
• Develop dashboards and reporting tools to support decision-making.
• Coordinate payroll and HR administrative workflows and vendor coordination.
• Lead cross-functional projects to improve administrative and financial processes.

Skills

Attention to detail

Multi-tasking

Communication skills

Interpersonal skills

Education

Bachelor's degree

Tools

Maximo

Procurement systems

MS Office / Excel

Job description

Senior Budget & Operations Administrator, Campus Operations & Public Safety | Brandeis University | Waltham, MA Hiring Range: $74.6k - $79.2k

Exciting opportunity available supporting the Executive Director, of Operations, Administration, and Budget.

About the Role

In this role you will support a portfolio that includes Facilities Services, Capital Programs, Environmental Health & Safety, Public Safety, Parking Office, and other assigned operational units.

The position manages financial, procurement, payroll, and administrative and operational workflows, and helps to strengthen internal systems that ensure high-quality operations.

Key Responsibilities

• Financial Management & Support: Prepare quarterly budget-to-actual reports for several operational units; assess variances; identify and communicate issues with potential solutions proactively.
• Review monthly financial activity to ensure accuracy, independently resolve a wide range of discrepancies, and maintain documentation, ensuring compliance.
• Maintain accurate financial records and support regular reporting needs.
• Independently manage fiscal year-end activities (accruals, carry-forwards, PO closures) for all Campus Operations and Public Safety units.
• Assist with monitoring capital project status and quarterly project closeouts.
• Develop and continuously improve financial tracking tools, dashboards, and reporting systems to support operational and executive decision-making.
• Act as a subject matter expert for managers on operating procedures.
• Process and track financial transactions (journal entries, invoices, requisitions, deposits, purchase orders, etc.).
• Collaborate with Accounts Payable and Procurement to resolve billing or payment issues.
• Operational Administration & Compliance: Administer a wide range of departmental office operational tasks to keep Campus Operations and Public Safety running efficiently.
• This includes procurement of supplies, inventory management, and maintenance of stock controls to ensure operational continuity.
• Coordinate payroll and HR administrative workflows, including processing personnel documentation, maintaining records, and ensuring compliance with university procedures.
• Act as a resource to support the Facilities Work Management phone line and online work request system.
• Serve as program administrator for departmental office events and special functions, managing logistics, vendor coordination, and execution across Campus Operations and Public Safety.
• Oversee and administer the departmental uniform program, including procurement, inventory control, vendor management, and policy compliance, ensuring consistent distribution and accountability.
• Business Process Improvement & Special Projects: Lead cross-functional projects involving Finance, Human Resources, Procurement, Public Safety, and Facilities Services.
• Develop and implement administrative and financial procedures that improve operational efficiency and ensure compliance with university policies.

Education

Bachelor's degree required.

Experience

At least 4-6 years of related work experience performing budget, operations, or administrative functions. Experience working in higher education.

Technical Skills

• Strong computer skills, including MS Office (especially Excel).
• Familiarity with procurement and financial systems.
• Experience with Maximo or other computerized maintenance management/work order systems.
• Ability to quickly learn and adapt to new technologies.

Core Competencies

• Exceptional attention to detail, accuracy, and follow-through.
• Ability to manage multiple priorities in a fast-paced environment with frequent interruptions.
• Strong interpersonal and communication skills; ability to work effectively across diverse groups.
• Ability to exercise excellent and sound judgment and maintain confidentiality.
• Demonstrated initiative to improve processes and proactively solve problems.

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