Overview

Job Location:
Main Campus – Boston, MA

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.

JOB SUMMARY

The Administrative Assistant is a member of the administrative team for School of Social Work, providing designated administrative support for faculty and administrative staff. This position will serve the Practicum education departments. The ideal candidate will maintain a strong customer focus, foster mutual respect, support Simmons University’s commitment to diversity, practice and promote teamwork, perform independently, maintain confidentiality, adhere to high standards of personal conduct, and maintain and enhance professional job competency.

ESSENTIAL JOB FUNCTIONS

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

  • Provide general administrative support including, but not limited to, photocopying materials, booking rooms, scheduling meetings, scanning resources, and ordering supplies and equipment;

  • Create and maintain essential practicum documents for internal and external distribution (such as practicum registration documents);

  • Create calendars for students and update the practicum education calendars;

  • Respond directly to mail and email inquiries and phone calls from students and take appropriate actions (e.g., creating practicum verification letters, etc.);

  • Enter data for various systems, including Workday, Salesforce, Asana, and Tevera;

  • Assess the quality of data, process, and procedural operations and develop strategies to minimize redundancies, improve efficiencies, and ensure consistency across platforms;

  • Collaborate with the Program Specialist and Program Coordinator on practicum registration for students;

  • Facilitate and participate in processes to ensure successful operations;

  • Participate in and provide support for Practicum Department meetings (online and on-ground).

OTHER DUTIES AND RESPONSIBILITIES

  • Serve as administrative point of contact for vendors and external partner organizations;

  • Prepare materials for publications and grants;

  • Identify issues in operational processes and ensure they are resolved;

  • Support the practicum department with hiring projections (including SFX);

  • Other duties as assigned.

REQUIRED QUALIFICATIONS

  • Bachelor’s degree or equivalent work experience required;

  • One to three years of experience in an administrative support position with a focus on customer service required;

  • Proficiency in the Microsoft suite (e.g. Lookup formulas, pivot tables) required;

  • Proficiency in the Google suite required;

  • Proficiency in the Adobe suite required;

  • Proficiency with virtual meeting platforms required;

  • Clear and effective written and oral communication skills required;

  • Exceptional planning and organizational skills;

  • 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.

PREFERRED QUALIFICATIONS

  • One to three years of experience working in a higher education setting preferred;

  • Advanced proficiency in the Microsoft suite (e.g. Lookup formulas, pivot tables) preferred;

  • Advanced proficiency in the Google suite preferred;

  • Advanced proficiency in the Adobe suite preferred;

  • Excellent communication and interpersonal skills preferred;

  • Tevera experience preferred;

  • Workday experience preferred;

  • Learning Management System experience preferred.

COMPETENCIES

  • Communication

  • Time Management

  • Collaboration

  • Personal Effectiveness/Credibility

  • Flexibility/Adaptability

WORK ENVIRONMENT & CONDITIONS/PHYSICAL DEMANDS

  • Full time position, 40 hours / week; On-campus, with hybrid eligibility;

  • Office environment; with moderate noise

  • Essential physical requirements include sitting, standing, and typing;

  • Physical effort/lifting is sedentary to light – up to 20 pounds;

  • The standard work schedule is Monday through Friday, 8:30am – 5:00pm. On very rare occasions, this position (e.g. Commencement week) is required to work in the evening as a part of the job.

Required Application Materials

  • Resume

  • Cover Letter

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.