Brandeis University Hiring for Front Office Coordinator Job at Waltham, MA Full Time

Department:

IA Administration – PM (Ania Morris)

The Opportunity

Brandeis University – a distinguished top-tier private research university recognized for its academic excellence and leading-edge research – has an exciting opportunity for a talented and motivated Front Office Coordinator .

Brandeis is dedicated to first-rate undergraduate education while making groundbreaking scientific discoveries, advancing artistic and creative expression, and tackling some of society’s most pressing economic, human rights, and health policy issues. Brandeis offers a culture of learning and mentorship essential to a 21st-century liberal arts education where close relationships with professors and research opportunities enable students at all levels to collaborate with faculty members and peers across the institution. Established as a nonsectarian university in 1948 by members of the American Jewish community, our visionary founders shared a commitment to social justice and to making the world a better place. Our founders’ pioneering spirit and intellectual pursuits continue today at Brandeis – from helping to solve a national public health crisis through work at its Opioid Policy Research Collaborative, to the biological discoveries that, in 2017, earned two faculty members a Nobel Prize in Physiology or Medicine.

We aspire to further such important endeavors and are looking to grow our team with individuals who share our passion and commitment. In preparation for its next ambitious campaign, the Division of Institutional Advancement (IA) seeks to strengthen the bonds with the university’s many constituencies. By working together, we will secure the financial resources necessary to continue the legacy of excellence in teaching, research, and scholarship at Brandeis.

Located nine-miles west of downtown Boston, a global hub for higher education and innovation, Brandeis University is accessible via major highways (I-90 and I-95) and the MBTA Brandeis/Roberts commuter rail stop.

Position Summary

The Front Office Coordinator serves as the first point of contact for visitors and guests who call or visit the Institutional Advancement Division (IA). As such, the Coordinator will play a key role in representing IA to a variety of constituencies, including donors, alumni, trustees, and University leadership. The Coordinator manages front desk operations for the IA Division and provides general administrative and database management support to a number of IA stakeholders, including the Brandeis National Committee and the senior executive team (VPs and AVPs offices), as well as providing occasional backfill support to other departments, upon request. The Coordinator plays an active role in supporting the Talent Management function for the division, which includes supporting the onboarding and orientation for new staff, assisting with scheduling candidate interviews and campus visits, etc.

Primary Responsibilities

RECEPTION AREA OPERATIONS (25%)

• Serves as first point of contact for visitors and guests to the Institutional Advancement Division. Greets and welcomes visitors to the office, addresses their questions and/or directs them to appropriate staff; signs for and facilitates deliveries. Assists with answering the main phone line, including coverage of lunch-hour shifts, responding to general questions and refers calls to appropriate staff.

BUSINESS SERVICES AND FACILITIES COORDINATION (20%)

• Sorts and distributes all departmental mail; maintains the mail and supply work rooms.
• Coordinates the organizing, monitoring, replenishing and ordering of general supplies for three shared kitchen areas; 4 – 6 conference rooms and general supply areas that serve nearly 100 staff members.
• Manages the ordering of all printed stationery, business cards, envelopes, etc.
• Manages the booking of campus facilities for staff events and meetings; oversees the booking and use of IA division conference rooms throughout a booking and calendaring system; creates and maintains information guides for use of A/V and conference call equipment; arranges meals for events and meetings at the office.

TALENT MANAGEMENT SUPPORT (30%)

• Under the direction of the Assistant Director, Advancement Talent Management and Administration, the Coordinator will assist with arranging applicant interview schedules and drafting itineraries, and with on-boarding procedures for new staff, to include: preparing welcome packets, ordering name badges and plates, scheduling orientation meetings, arranging trainings in departmental systems, and arranging campus tours, among other tasks.

GENERAL ADMINISTRATIVE SUPPORT (25%)

• Assists the senior executive team (SVP and VPs Offices) with clerical tasks (copying, scanning, filing, meeting planning, etc.) and CRM database entry related to the President’s and IA’s Senior Vice President’s prospect and donor activities, and ensures that important donor and prospect documentation is properly stored in the electronic file system.
• Assists the Brandeis National Committee (BNC) with a variety of administrative tasks, including: Tribute card mailings, generating monthly gift reports for member chapters using Tableau software, reconciling expenses for the Executive Director, and other tasks as needed.
• Provides occasional general administrative and database management backfill support as needed to all units within the IA Division on special projects, including but not limited to: data entry in the Millennium database; providing support on electronic file storage systems; and event planning activities.

Qualifications

• 1-3 years of total work experience required.
• Demonstrates proficiency in email, word processing, spreadsheet, presentation and conferencing software, and relational databases with an ability to become comfortable and productive with the University’s alumni and donor systems. MS Office Suite and Salesforce experience highly desired.
• Functional use of common office equipment, including computer systems, printers, scanners, fax machines, mailing machines, label makers, binding machines, etc.
• Exhibits professional written and oral communications skills that conveys information clearly and concisely.
• Presents a collegial, collaborative and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy.
• Ability to successfully interact and collaborate with varied constituencies and at all times represents Brandeis University in an exemplary and professional manner.
• Ability to apply sound judgment, discretion, and a commitment to professional ethics, data security and nondisclosure when dealing with highly confidential constituent, donor, and prospect information.
• Adheres to University and departmental business policies and procedures.
• Excellent organizational skills with high attention to detail and follow-up.
• Self-motivated with an ability to work both independently and collaboratively

Commitment to Diversity, Equity, and Inclusion

Diversity, equity and inclusion aren’t just important values at Brandeis today — they are rooted in our identity as an institution. They serve as a regular reminder for self-reflection, and a continuous call to grow. Founded as a model of ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of every nationality, religion, and orientation. Social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the diversity of our larger society. Brandeis embodies the American heritage of cultural diversity, equal access to opportunity and freedom of expression. Read more online about our Mission and Diversity Statements .

Submit Your Candidacy

We welcome your nominations, inquiries and expressions of interest in this position, which may be directed informally via email or telephone to Advancement administration contacts:

Ania Morris

Assistant Director, Advancement Talent Management & Administration

781-736 -4004 | [email protected]

Elizabeth Crabtree

Vice President, Advancement Administration & Operations

781-736-4034 | [email protected]

To learn more, visit the and our websites.

To apply, please visit our and submit your cover letter and resume via the Brandeis University Human Resources online portal.

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, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.