Senior Budget & Operations Administrator, Campus Operation & Public Safety

Senior Budget & Operations Administrator, Campus Operations & Public Safety | Brandeis University | Waltham, MA

Hiring Range: $74.6k - $79.2k

Exciting opportunity available supporting the Executive Director, of Operations, Administration, and Budget.

About the Role

In this role you will support a portfolio that includes Facilities Services, Capital Programs, Environmental Health & Safety, Public Safety, Parking Office, and other assigned operational units. The position manages financial, procurement, payroll, and administrative and operational workflows, and helps to strengthen internal systems that ensure high-quality operations.

Key Responsibilities:

Financial Management & Support:

• Prepare quarterly budget-to-actual reports for several operational units; assess variances; identify and communicate issues with potential solutions proactively. Review monthly financial activity to ensure accuracy, independently resolve a wide range of discrepancies, and maintain documentation, ensuring compliance. Maintain accurate financial records and support regular reporting needs.

• Independently manage fiscal year-end activities (accruals, carry-forwards, PO closures) for all Campus Operations and Public Safety units.

• Assist with monitoring capital project status and quarterly project closeouts.

• Develop and continuously improve financial tracking tools, dashboards, and reporting systems to support operational and executive decision-making. Act as a subject matter expert for managers on operating procedures. Process and track financial transactions (journal entries, invoices, requisitions, deposits, purchase orders, etc.). Collaborate with Accounts Payable and Procurement to resolve billing or payment issues.

Operational Administration & Compliance:

• Administer a wide range of departmental office operational tasks to keep Campus Operations and Public Safety running efficiently. This includes procurement of supplies, inventory management, and maintenance of stock controls to ensure operational continuity.

• Coordinate payroll and HR administrative workflows, including processing personnel documentation, maintaining records, and ensuring compliance with university procedures.

• Act as a resource to support the Facilities Work Management phone line and online work request system. Serve as program administrator for departmental office events and special functions, managing logistics, vendor coordination, and execution across Campus Operations and Public Safety.

• Oversee and administer the departmental uniform program, including procurement, inventory control, vendor management, and policy compliance, ensuring consistent distribution and accountability.

Business Process Improvement & Special Projects:

• Lead cross-functional projects involving Finance, Human Resources, Procurement, Public Safety, and Facilities Services.

• Develop and implement administrative and financial procedures that improve operational efficiency and ensure compliance with university policies.

Education:

• Bachelor's degree required.

Experience:

• At least 4-6 years of related work experience performing budget, operations, or administrative functions.

• Experience working in higher education.

Technical Skills:

• Strong computer skills, including MS Office (especially Excel).

• Familiarity with procurement and financial systems.

• Experience with Maximo or other computerized maintenance management/work order systems.

• Ability to quickly learn and adapt to new technologies.

Core Competencies:

• Exceptional attention to detail, accuracy, and follow-through.

• Ability to manage multiple priorities in a fast-paced environment with frequent interruptions.

• Strong interpersonal and communication skills; ability to work effectively across diverse groups.

• Ability to exercise excellent and sound judgment and maintain confidentiality.

• Demonstrated initiative to improve processes and proactively solve problems.

Pay Range Disclosure

The University's pay ranges represent a good faith estimate of what Brandeis reasonably expects to pay for a position at the time of posting. The pay offered to a selected candidate during hiring will be based on factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience and education/training, internal peer equity, and applicable legal requirements.

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").