Senior Department Coordinator (Counseling & Health Centers)

Job description

Are you a proactive administrative professional who thrives in a dynamic, high-impact environment? Do you excel at multi-tasking, managing communications, and serving as the operational heartbeat of a dedicated team? Our University’s Counseling and Health Centers are looking for an energetic, detail-oriented Senior Department Coordinator to support both vital departments. In this dual-impact role, you will be the primary point of contact for students, patients, staff, and campus leadership, ensuring our day-to-day operations, communications, and clinical administrative workflows run smoothly. Why This Role Matters The Counseling and Health Centers are essential to student wellness, health, and academic success. As the Senior Department Coordinator, your work directly supports our clinical teams and front-office staff, ensuring high-quality, compassionate care for our campus community. Reporting jointly to the Directors of both centers, you will balance operational excellence with creative outreach and data analysis. What You Will Do Operations & Workflow Management (60%) Front-Office & Clinical Support: Serve as the go-to resource for front-desk staff, provide front-office coverage, and ensure clinical schedules are accurately populated and maintained within the Electronic Health Record (EHR) system. Executive Administrative Support: Manage executive calendars for both Center Directors with minimal supervision, order department supplies, and maintain day-to-day office efficiency. Event & Logistics Coordination: Organize, schedule, and execute complex, high-impact meetings, campus initiatives, and departmental events from concept to logistics. Communications & Campus Outreach (25%) Digital Media & Web: Maintain website content to keep information accurate and up to date, while managing vibrant social media channels, newsletters, and email communications. Community Partner Engagement: Serve as a primary point of contact for campus and community outreach requests (including the BCC team), assisting with event planning and attending outreach functions. Collaborative Relationship Building: Act as a warm, welcoming, and knowledgeable front-line resource for visitors, students, and campus partners, fostering strong cross-departmental relationships. Reporting & Financial Data (10%) Data & Analytics: Compile, track, and maintain revenue and charge data reports to support financial monitoring and operational planning. Executive Presentations: Create clear, polished presentations and operational reports using Microsoft Excel, PowerPoint, and Office suite tools for department leadership. Special Projects & Other Duties (5%) Assist leadership with special projects, departmental priorities, and emerging initiatives as needed. What We Are Looking For Experience: Strong administrative, operational, or coordinator experience—preferably in higher education, healthcare, or clinical office settings. Technical Skills: Proficiency with Microsoft Office (especially Excel and PowerPoint), web content management systems, and social media platforms. Experience with Electronic Health Record (EHR) systems is a major plus. Communication & Discretion: Exceptional written and verbal communication skills, paired with sound judgment and a deep respect for student/patient privacy and confidentiality (HIPAA/FERPA awareness). Multi-Tasking Excellence: Ability to balance competing priorities across two distinct departments with autonomy, organization, and calm under pressure. Customer-Centric Mindset: A welcoming, empathetic demeanor toward students, clients, patients, and visitors navigating health and wellness services. The hiring range for this position is $24.45/hour - $28/hour How to Apply Ready to bring your administrative expertise to a supportive, student-focused team? Apply today with your resume and a brief cover letter outlining your experience in office operations, communications, or healthcare/counseling administrative support. 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").