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Administrative Assistant to The Dean,sshp
3 months ago
R10161
ABOUT SIMMONS
Located in Boston's historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles.
Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women's undergraduate program and graduate programs open to all.
You're joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England.
You'll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities.
This commitment and pride make for a dynamic workplace. Simmons University is committed to inclusive excellence in all aspects of an individual's community experience.JOB SUMMARY
The Administrative Assistant to the Dean will provide organizational and administrative support of a confidential nature to the Office of the Dean.
Reporting to the Dean of the School of Sciences and Health Professions (SSHP), the Administrative Assistant will act as liaison with internal colleagues and external partners while promoting a culture of inclusion and responsiveness through customer-centric support.
This position requires keen interpersonal skills, exceptional judgment to facilitate collaboration and communication among diverse groups, and the ability to proactively solve problems and/or independently handle issues.
The Administrative Assistant is an integral part of a fast-paced and collaborative team of operations-related staff within the Dean's Office and across SSHP.
ESSENTIAL JOB FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Calendar & Meeting Coordination
Coordinate individual calendars for the Dean, as well as those for SSHP faculty and committee meetings, using sound judgment to prioritize and commit time for meetings, appointments, and travel based on an in-depth understanding of the various priorities and needs for each group;
Arrange meeting and event logistics, including reservations, catering, agendas, note-taking and other related duties.
Administrative Operations & Projects
Support the Dean's finance-related needs, including but not limited to purchasing supplies and travel expenses; processing of expense reports and credit card statements; verifying receipts; record and database maintenance requests; and complying with University budget policies;
Provide administrative support for faculty and staff searches including scheduling and booking travel, as needed, and assisting with onboarding for those who are hired;
Support the annual faculty review processes including tracking of deadlines, forms, signatures, and filing;
Maintain and organize confidential faculty personnel files, documents, and communications in accordance with University policies and procedures.
Communications
Maintain accurate School-wide contact lists/listservs, as well as School-wide documents, files, and shared Drives in collaboration with Operations staff.
OTHER DUTIES AND RESPONSIBILITIES
Helping to hire and manage student workers, as needed;
Cross-train and provide coverage for other Operations staff within SSHP and the School of Nursing;
Assist with training of SSHP Operations staff, as needed;
Additional duties and special projects as assigned by the Dean and/or Operations Director.
REQUIRED QUALIFICATIONS
Bachelor's Degree or equivalent work experience;
One to three years of professional experience;
Advanced proficiency with MS Office (Word, Excel and PowerPoint);
Advanced proficiency with Google suite, including Google Calendar and Drive;
Proficiency with Zoom and/or video-conferencing software
PREFERRED QUALIFICATIONS
Administrative or executive assistant experience strongly preferred;
Prior experience in higher education administration is a plus
Excellent verbal and written communication skills, including editing and proofreading;
Exceptional planning and organizational skills;
Ability to take initiative and ownership of projects;
Demonstrated ability to handle sensitive issues and maintain confidentiality;
Ability to work well with culturally diverse populations within an organization;
Proven ability to perform duties with a high level of punctuality, professionalism, flexibility; discretion, judgment, diplomacy, tact, and adaptability;
Intermediate proficiency with Adobe Suites;
Experience with purchasing and booking travel is a plus.
COMPETENCIES
Communication - Able to respond and exchange ideas clearly and effectively through writing, speaking, and presentations; shares appropriate information to keep people informed; is seen as approachable.
Teamwork - Values the opinions of others; assists others when needed; participates effectively as a member of a team; balances personal contr