Administrative Coordinator

3 weeks ago

Boston, United States Simmons University Full time
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.

As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.

JOB SUMMARY

Reporting to the Vice President, Chief Marketing, Enrollment and Communications Officer, the Administrative Coordinator will provide administrative support for the Division of Marketing, Enrollment and Communications. This role is key in ensuring the smooth operation of the division by managing daily administrative functions, coordinating meetings, and overseeing components of the marketing and communications plan. The Coordinator will also act as a liaison within the university, ensuring effective communication and collaboration between departments.

ESSENTIAL JOB FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
  • Provide administrative support to the Vice President's Office including coordinating calendars, scheduling meetings, ordering supplies, preparing materials and daily office operations.
  • Serve as a liaison to internal and external stakeholders, providing information and directing inquiries as necessary.
  • Support the implementation of marketing and communications-related projects, including the student ambassador program, university-wide sponsorship plan, and marketing council.
  • Coordinate and organize meetings, events and retreats including travel, logistics, communication and follow up.
  • Assist in the preparation of reports, presentations and other documents for the Vice President and leadership team, including information gathering and data collection.
  • Attend committee meetings and serve as a note taker.
  • Provide support across the division of Marketing, Enrollment and Communications with the processing and reconciling of purchase orders, invoices and expense report in Workday in an accurate and timely manner.
  • Coordinate the contract approval/renewal process and maintain a system for tracking contracts across the division.
  • Support the division's recruitment, onboarding, and training processes for new staff members across the division.
  • Handle confidential information with discretion and maintain a high level of professionalism in all interactions.

OTHER DUTIES AND RESPONSIBILITIES
  • Assist with special projects and initiatives as needed, contributing to the overall success of the division.
  • Other duties as assigned.

REQUIRED QUALIFICATIONS
  • Strong organizational skills.
  • Attention to detail.
  • Ability to management multiple tasks and priorities.
  • Excellent communication skills, both written and verbal with the ability to interact effectively with a wide range of stakeholders.
  • Proficiency in Google Workplace (Calendar, Slides, Sheets) and Microsoft Office Suite (Word, Excel, PowerPoint).
  • Ability to work independently and as part of a team, demonstrating initiative.
  • A high level of discretion, professionalism and confidentiality in handling sensitive information.

PREFERRED QUALIFICATIONS
  • Bachelor's degree preferred.
  • 2-3 years of administrative experiences, ideally in a higher education or marketing/ communications environment.
  • Experience with project management or CRM software is a plus.

COMPETENCIES
  • Organizational skills
  • Project Management
  • Problem Solving
  • Customer Service Oriented
  • Communication (Written, Verbal, Presentation)
  • Commitment to Inclusive Excellence and Social Justice
  • Teamwork

WORK ENVIRONMENT & CONDITIONS/PHYSICAL DEMANDS
  • On campus, with hybrid eligibility after initial onboarding period
  • 40 hours/week
  • Office environment
  • Occasional nights and weekends for event support

ADDITIONAL IMPORTANT INFORMATION FOR APPLICANTS
  • This is a hybrid role requiring a minimum of 3 days in the office; the option to work remotely 2 days/week can be explored after 90 days.
  • Required: Please submit a cover letter detailing your interest and professional background.
  • Lean more about benefits at Simmons here

Questions about the role?

Email Trisha Davis (Director of Talent Acquisition)

davisl7@simmons.edu

Salary Grade
H05

Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the Application Materials box on page 2 ("My Experience") of this application. Documents can be uploaded individually or as a combined document (e.g. PDF).

Simmons University is committed to inclusive excellence in all aspects of an individual's community experience. As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.

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