Department Coordinator

Department Coordinator, Office of Undergraduate Affairs
Brandeis University | Waltham, MA
Reports to: Executive Administrator and Communications Specialist

Shape the Undergraduate Experience at Brandeis

Brandeis University is seeking a highly organized, service-oriented professional to join the Office of Undergraduate Affairs as a Department Coordinator. This role sits at the operational center of undergraduate academic life—supporting university-wide programs, faculty initiatives, curriculum governance, and student success efforts.

If you are detail-driven, collaborative, and energized by meaningful work in higher education, this position offers a unique opportunity to contribute directly to the academic mission of a nationally recognized research university.

About the Role

As a key member of a collaborative administrative team, the Department Coordinator provides operational and programmatic support to the Vice Provost for Undergraduate Affairs (VPUA) and the Assistant Provost for Student Success and Retention.

You will coordinate recurring academic processes, support faculty programs and committees, manage logistics for high-visibility events, and help ensure that the Office of Undergraduate Affairs runs efficiently and professionally.

This is a highly visible role requiring discretion, sound judgment, and exceptional organizational capability.

The hiring range of $27.96/hour - $32/hour.

Key Responsibilities

Academic Program Support (20%)

• Coordinate Brandeis Core (BC) course designation processes, including collecting submissions, routing materials to committees, and communicating approvals to faculty.
• Support faculty-focused programs such as Post-Doctoral Faculty Fellowship Programs, including application tracking and preparation of funding approval letters.
• Manage communications related to program opportunities and deadlines.

Office & Operational Support (20%)

• Serve as the front-facing point of contact for the VPUA Office (phone, email, and in-person inquiries).
• Maintain office operations, supplies, and technology readiness.
• Coordinate materials for Interdepartmental and Program Reviews in collaboration with campus partners.
• Manage the annual Undergraduate Teaching Awards process and celebration events, including logistics, slide preparation, award documentation, and payment tracking.

Committee & Meeting Support (25%)

• Support the Undergraduate Curriculum Committee (UCC) by:
  • Scheduling meetings
  • Preparing agendas and background materials
  • Recording and distributing minutes
• Coordinate presentations by faculty and administrators.
• Provide calendar management support to the Assistant Provost for Student Success and Retention.

Budget Tracking & Fund Coordination (20%)

• Track funding requests managed by the VPUA (e.g., Antisemitism funds, First Year Faculty-Student Program, First Year Experience, Ratner Funds).
• Support Co-Curricular Funds processes as needed.
• Monitor expenditures, maintain accurate records, and communicate approvals.

Team Collaboration & Cross-Functional Support (15%)

• Work closely with the administrative support team across the VPUA and Office of the Provost.
• Provide backup coverage when team members are out.
• Support cross-functional initiatives and special projects as assigned.

What You Bring

Education

• High School diploma or GED required
• Associate’s or Bachelor’s degree preferred

Experience

• 1–3 years of administrative or coordination experience
• Experience in higher education preferred

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Experience with collaboration tools such as Google Workspace, Zoom, Box, or similar platforms
• Familiarity with calendar management systems
• Budget tracking or financial monitoring experience is helpful

Core Competencies

• Strong organizational and time-management skills
• Excellent written and verbal communication
• Professional judgment and discretion
• Detail orientation with ability to manage multiple deadlines
• Ability to work effectively with individuals from varied backgrounds and communities

Working Environment

This position is primarily on-site in Waltham, MA. Limited remote work may be considered after successful completion of the initial six-month review period, contingent on business needs.

Why Brandeis?