Administrative Assistant to SLIS Dean and for Administrative Faculty Support

2 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


The Administrative Assistant will serve as the first point of contact for all inquiries about SLIS and will support both academic and individual calendar coordination, event and meeting preparation, data maintenance, and routine day-to-day operations.


The ideal candidate will maintain a strong customer focus, foster mutual respect, support Simmons University’s commitment to diversity, and practice and promote teamwork. As a University that is committed to diversity, equity, and inclusion, we seek candidates who embody these values and who have
demonstrated success working with individuals across a broad spectrum of identities and perspectives.


ESSENTIAL JOB FUNCTIONS


Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.


Calendar & Meeting Coordination


• Coordinate both academic and individual calendars for the SLIS Dean and Assistant Director of Operations, using judgment to prioritize and commit leadership time for meetings, appointments, and travel, based on an in-depth understanding of the Office’s priorities and needs.


• Schedule meetings and arrange conference calls.


• Coordinate meeting logistics, including location reservations, catering, and equipment;


• Prepare meeting materials and presentations.


• Draft and distribute meeting agendas.


Administrative Operations & Projects


• Provide support to the SLIS Dean and serve as the liaison to other staff members regarding correspondence, scheduling, general office procedures, and projects related to the work of SLIS.


• Interact regularly and diplomatically with a diverse group of internal and external callers and visitors.


• Manage travel plans and expenses for the Dean, including assisting in securing airfare and hotel accommodations, processing appropriate paperwork, and reconciling expenses.


• Manage and coordinate all aspects of event planning for the SLIS operations, including managing outside vendors from negotiating prices, executing contracts and overseeing activities.


Faculty Support


• Manage faculty purchasing requests and provide adequate office supplies.


• Schedule events, book rooms and catering, help with creation of posters, announcements, and other documents.


• Help arrange flights, book hotels, and other travel arrangements.
Communications.


• Serve as the primary point of contact for the Dean for internal and external constituencies.


• Coordinate communications from Dean to internal and external constituents.


• Respond to phone, email, and in-person inquiries in a timely and professional manner. Make autonomous, accurate, and swift judgments, including forwarding questions and requests to other senior staff.


• Open, sort, and distribute incoming correspondence, including mail, faxes, and email.


• May draft and/or proofread emails, letters, reports, or other documents.


OTHER DUTIES AND RESPONSIBILITIES


• Other duties as assigned, assist with other miscellaneous tasks as needed


REQUIRED QUALIFICATIONS


• Experience with Google suites (Doc, Sheets, Drive, etc.) Experience
with accounting practices for budgetary responsibilities;


PREFERRED QUALIFICATIONS


• Bachelor’s degree or equivalent work experience required with experience in an administrative support position and high-level client contact.


• Prior experience in higher education administration preferred.


• Experienced with MS Office (Word, Excel and PowerPoint); Experience with Adobe suite of applications (Photoshop, In design, Illustrator).


COMPETENCIES

• Excellent verbal and written communication skills (Written, Verbal, Presentation), including editing and proofreading.


• Strong planning and organizational skills.


• Self-starter, Ability to take initiative and ownership of projects.


• Proven ability to perform duties with a high level of professionalism, flexibility; discretion, judgment, diplomacy and tact.


• Customer Service Oriented.


• Commitment to Inclusive Excellence and Social Justice.


WORK ENVIRONMENT & CONDITIONS/PHYSICAL DEMANDS


• This position is full time, 40 hours a week with hybrid eligibility.


• Position is located in an Office environment.

Salary Grade

H05

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