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Brandeis University Dept Coordinator in Waltham, Massachusetts

Campus Operations at Brandeis University seeks a Department Coordinator to support the Facilities Administration division. This key position provides support to staff in the four main Facilities groups: Facilities Services, Business & Work Operations, Campus Planning and Capital Programs. This person will be a chief point of contact for the Department, acting as a triage point for all sorts of inquiries coming in via phone, email or in-person from various sources including faculty, staff, students, vendors, and visitors. The variety and complexity of issues encountered will require a person who is flexible and is motivated to provide excellent customer service. This position is best suited to someone who enjoys taking on new and different challenges and is ideal for someone who has a desire to learn about the logistics of running a successful campus Facilities operation. Key Responsibilities: Financial Tasks and Administration: Process exempt and non-exempt Payroll on a weekly basis Assist in the processing, tracking and compliance monitoring of POs, invoices, and Pcard purchases, for both capital and operating expenses. Generate journal entries and other financial and budget reports as needed. Assist supervisors and managers with recruiting process i.e., scheduling interviews, conducting phone screens and reference checks. Act as the coordinator for the uniform program: overseeing the ordering and distribution process. Maintains records of all team members and their uniform allotment; ensures all team members receive uniform pieces in a timely manner Administrative Office Management: Greet visitors and answer the main Business Office phone line Manage and update the Facilities Services web page and social media accounts Order office supplies and track and report on the supplies budget monthly Help organize department events and meetings. Work Management Program: Provide support to the Facilities Work Management group phone line and on-line Work Request system Assist with receiving, creating, and dispatching campus work orders from faculty, staff, and students Training Creating policies and handbooks that detail department operations. Emailing new hires with details about the department, including parking information, work schedules, and dress codes. Welcoming new hires with prepared onboarding kits and an office tour. Providing new hires with manuals, guidelines, and passwords, as needed. Providing new hires with overview of procurement system, payroll, and Workday employee self -service applications. . Qualifications: Associates degree: Bachelor's degree is preferred. (Relevant, advanced experience may substitute for some or all this education requirement). 3-5 years of administrative experience. Excellent customer service skills and intermediate computer skills (MS Office, including Excel; databases; and web-based software) are required. Experience working with budgets and financial systems is preferred. Experience processing payroll is preferred. Prior experience in Maximo or other computerized maintenance management system is preferred. Previous experience in higher education is preferred. The ability to multi-task and respond to various requests in a short time frame is a must, as is the ability to work independently and within a team as needed. Candidates must have excellent organizational skills, be people-oriented and have a very keen attention to detail. Closing Statement Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, includin

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