Department Coordinator

Overview of the job responsibilities:

• Oversee general Chemistry Department’s office support, including but not limited to front desk coverage, handling phone calls and foot traffic, scheduling rooms, copying exams, handling key/card access, placing office supply orders, handling mail/packages and checks, updating mail boxes, organizing office files and supplies, managing departmental calendars, preparing departmental reimbursements, maintaining departmental contact lists, maintaining departmental websites, updating databases, and ensuring that the office is tidy and presentable.  Serve as a contact for departmental facilities concerns, including placing work orders, conducting space and equipment surveys, organizing annual floor cleaning, and interacting with vendors and on-campus offices regarding departmental equipment purchasing and maintenance. Position may work with DA to hire and manage office students. Assist the Department Administrator in carrying out the academic mission of the Chemistry department. 50%

• Oversee hourly student employment for the Chemistry Department, including but not limited to: coordinating hiring and terminating of students, administering any changes related to hourly student employees, maintaining the undergraduate student employment database, tracking work-study, and communicating with the labs/professors regarding their student employees. Serve as a point-of-contact for Chemistry Department Postdocs and lab staff. 25%

• Assist the Chemistry Department Administrator on various tasks related to course scheduling and administration of the Chemistry undergraduate program, including but not limited to assisting with annual course scheduling, interfacing with the registrar’s office on course scheduling and room assignments, checking courses before registration periods to ensure accurate course listings, assisting in the processing of new course proposals, reviewing and revising the Bulletin on an annual basis, overseeing academic paperwork for Chemistry majors, maintaining the undergraduate database, assisting with departmental degree meetings, keeping the undergraduate database up-to-date, and assisting in the planning and execution of the May degree ceremony. 10%

• Plan and execute events for the Chemistry department (e.g. seminars/colloquia, student talks, retreats, faculty lunches, festscrifts, and any other events as needed). Work with the DivSci Graduate Affairs office to run graduate-program focused events (e.g. recruitment and orientation events, professional development events, others as needed). Work with Division of Science staff and faculty as well as outside vendors and other on-campus offices to coordinate the logistical needs and ensure the smooth running of events. This includes, but is not limited to: reserving rooms, managing meal and food orders, setting-up events, overseeing the running of events, and cleaning-up events. Interact with faculty, invited speakers, and other guests of the various functions to ensure successful events, including such tasks as coordinating event scheduling, sending invitations and collecting RSVPs, and assisting with travel logistics of invited guests. Process reimbursements and honoraria. Assist in overseeing the budget for events and tracking event costs/invoices. Advertise and promote events by maintaining the seminar database, posting flyers, emailing various Division listservs, and publicizing events on blogs, websites, and social media. 5% 

• Other duties as required. Estimated time: 10%

Dimensions and Scope:

This position requires a self-motivated, highly organized, high-level thinking individual who can function in an interruption driven environment with minimal errors. This position will be the face of the Chemistry Department and requires superb people skills and a calm demeanor. Must be able to communicate effectively in person and in writing with staff, faculty, and students within and outside of Brandeis. Requires independence, initiative, and a strong attention to detail.

Qualifications/Attributes

• HS/GED reuqired; BA strongly preferred.

• 1-3 Years of experience preferred

• Excellent oral and written communication to effectively coordinate across offices and groups.

• Outstanding organizational ability and meticulous attention to details to accurately keep track of many moving parts.

• Problem solver who can think ahead, anticipate challenges, and find creative and effective solutions to unusual situations.

• Ability to juggle multiple tasks, allocating and optimizing resources and timelines to manage a task from start to finish and keep everyone appropriately informed.

• Impeccable interpersonal skills with a collaborative work style to create strong working relationships with departments and offices across Brandeis.

• Autonomous worker who does not require micromanagement but knows when to seek guidance and ask questions. Comfortable running assigned projects and tasks with minimal oversight.

• Working knowledge of MS Office Suite and databases preferred. Must be a comfort with technology and a willingness to learn new systems and programs.

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.