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Brandeis University Logo Brandeis University · Office Administration

Operations and Financial Assistant

United States, Waltham 30.44 - 33.51 USD / Hour · Job Posted February 20, 2026
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Job Description

Brandeis University is seeking a detail-oriented, proactive, and highly organized Operations & Financial Assistant to support the critical work of our Campus Planning & Operations division. This role is ideal for someone who excels at keeping complex processes running smoothly, enjoys problem-solving, and thrives in a fast-paced environment where accuracy and strong communication matter. As part of the team that keeps Brandeis running—from facilities services to campus events—you will play a key part in ensuring the university operates efficiently each day.

Job Responsibility

  • Process and track financial transactions (journal entries, invoices, requisitions, deposits, purchase orders, etc.)
  • Review monthly financial activity to ensure accuracy, resolve discrepancies, and maintain compliant documentation
  • Prepare quarterly budget-to-actual reports for several operational units
  • identify and communicate issues proactively
  • Collaborate with Accounts Payable and Procurement to resolve billing or payment issues
  • Support fiscal year-end activities (accruals, carry-forwards, PO closures)
  • Maintain accurate financial records and support regular reporting needs
  • Assist with monitoring capital project status and quarterly project closeouts
  • Serve as primary backup for the Facilities Work Management phone line and online work request system
  • Assist faculty, staff, students, and guests with work order or campus card requests
  • produce ID cards when needed
  • Provide office support, including ordering supplies and maintaining inventory for the department
  • Support operational tasks that keep Campus Planning & Operations running efficiently

Requirements

  • Bachelor’s degree
  • Minimum of 3 years of experience in budget, operations, or administrative support
  • Strong computer skills, including MS Office (especially Excel)
  • Exceptional attention to detail, accuracy, and follow-through
  • Ability to manage multiple tasks in a busy environment with frequent interruptions
  • Strong interpersonal and communication skills
  • comfort working across diverse groups
  • Ability to exercise sound judgment and maintain confidentiality
  • Initiative to improve processes and solve problems proactively

Nice to have

  • Experience working in higher education
  • Familiarity with procurement and financial systems
  • Experience with Maximo or other work management systems
  • Ability to learn new technologies quickly

What we offer

  • Competitive pay
  • Excellent benefits
  • Opportunities to learn, grow, and contribute meaningfully to the campus community
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