SSSP Department CoordinatorBrandeis University • Waltham, MA, US

SSSP Department Coordinator

Brandeis University • Waltham, MA, US

10 days ago

Job type

Full-time

Job description

Department Coordinator

Brandeis University is delighted to announce a career opportunity for a full-time Department Coordinator supporting two federally-funded programs that enable students to pursue and succeed in higher education. In this role, you will provide administrative and programmatic support for TRIO Student Support Services and TRIO Upward Bound programs. The Department Coordinator will provide extensive support, including : maintaining student information, producing regular reports including the Annual Performance Reports (APRs), monitoring the budgets, and assisting program staff with event planning and other student services.

TRIO SSSP serves 150 undergraduate students who are first-generation in their family to earn a Bachelors degree and / or who have overcome financial or other barriers to attend Brandeis. Our team of professional staff and student leaders offer programs and services that build community and promote academic and personal success.

TRIO Upward Bound serves 60 Waltham High School students who are first-generation in their families to earn a Bachelors degree or are income-eligible. Our team of professional staff, mentors and instructors offer programming that aims to support students as they transition to college and beyond.

This position is fully funded by a grant through the U.S. Department of Education (DOE) and is contingent upon continued DOE funding. It is a one-year appointment through August 31, 2026, with the possibility of renewal based on funding and organizational needs.

Examples of Key Responsibilities :

Maintains a positive and welcoming environment for students, staff, and faculty. Oversees the use and maintenance of the program spaces and materials. (Approx 5%)
Provides office support including : event planning and execution, organization of operations, physical maintenance of grant inventory, answering phones, scheduling appointments and meetings, and making travel arrangements for staff. (Approx 10%)
Compliance Maintenance and Reporting : Maintains student files, grant-related records, program applications, and databases in accordance with the Department of Education reporting requirements. Designs and prepares database reports for staff. Develops the Federal Annual Performance Reports (APRs) for the U.S. Department of Education. (Approx 35%)
Budget Management : Maintains detailed records and processes TRIO SSSP and Upward Bound expenditures and budgets, and reconciles expenses. Processes payroll for program staff, including tutors and mentors. (Approx 35%)
Communication, Web Management, and Material Creation : Assists with writing correspondence to students, staff and families; manages program inquiries; maintains program social media accounts, including Instagram, Facebook, LinkedIn, and Constant Contact newsletters; creates marketing materials and content for social media, such as flyers and advertisements. Updates website and list-servs. (Approx 10%)
Other duties as assigned to support grant operations, and foster a climate supportive of eligible scholars (Approx 5%)

Qualifications :

Associates Degree required, Bachelors degree strongly preferred.

1-3 years of experience required, a minimum of two years strongly preferred. Candidates will be considered holistically in alignment with grant position requirements.

Administrative experience, preferably with grants or within a college or university setting is preferred. Experience with TRIO / GEAR UP programs as a staff or program participant is strongly preferred.

Demonstrated sensitivity to the needs and concerns of the eligible student populations, particularly first-generation college students who are overcoming significant financial barriers.

Detail-oriented and organized with strong prioritization, time management, and follow-through skills.

Strong interpersonal abilities with comfort using multiple methods of communication. Comfortable operating in a fast-paced and rapidly changing work environment, with demonstrated ability and comfort to efficiently handle multiple tasks and projects. Comfort in working both independently and collaboratively as part of a cross-functional team.

Strong technology skills. Strong and demonstrable data entry skills and project management experience required. Proficiency desired in such systems as : Microsoft Word, Database systems (FilemakerPro, Blumen, Student Access), Google Suite, Excel, Moodle, Constant Contact, Workday

Experience with monitoring and reconciling budgets and expenditures

Fluency in English is required. Those who can speak / read / write in additional language(s), especially Spanish, are highly encouraged to apply.

Physical Requirements :

Ability to work in-person on the Brandeis University campus and Waltham High School, and adhere to current vaccination policies. Ability to pass necessary background searches and CORI checks.

This position is primarily office-based with extensive work on a computer, including phone, email, in-person meetings, and video conferencing.

This position requires the ability to coordinate on-site event execution and office organization, which may include moving furniture and other items, navigating event spaces, and communicating verbally with staff.

Valid drivers license required and must be able to be insured by the University. Requires the ability to drive a 12-passenger van and other motorized vehicles.

At Brandeis, we offer a competitive benefits and compensation package which includes medical, dental and life insurances. We also offer a generous paid time off benefit including 12+ holidays. If you are looking to work on a beautiful campus, advance your career through educational opportunities, Brandeis offers tuition benefits for employees, dependents and spouses. Our 403b retirement savings plan includes a generous match.

Salary Range : $24-$26 / hr, commensurate with education and experience.

Application Instructions : Applicants must include BOTH a resume and cover letter to be considered for this position. Please upload as one file, if necessary.

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")

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Department Coordinator • Waltham, MA, US