Overview

Job Location:
Main Campus – Boston, MA

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 Office of the Registrar is looking for a Registrar’s Assistant to support the daily operations of the Registrar’s Office, with a primary focus on general office triage.  This position is responsible for greeting and assisting all customers who visit, call, and email the Registrar’s Office.  Reporting to the Registrar, the Registrar’s Assistant provides support and oversight of the cross-registration process, coordinates and manages New Student Registration, facilitates the annual update of the University Academic Catalog, maintains the Office of the Registrar website, monitors the [email protected] email address, and the processing of registrations and add/drop forms.

The ideal candidate will: maintain a strong customer focus, foster mutual respect, support Simmons College’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 Functions

Administrative Support and Customer Service

  • Reporting to the Registrar, the Registrar’s Assistant is the first point of contact for students needing registration and credentialing information: serving as liaison for Simmons with respect to student academic records, providing enrollment confirmations, and degree certifications in accordance with FERPA guidelines.

  • Point-person for front office triage.

  • Assists both on- and off-campus constituents with initial inquiries in person, on the phone, and via email. Actively listen to, interpret, and analyze requests and use sound judgement to determine efficient and appropriate solutions. A strong working knowledge of the Registrar’s Office, overall college policy, and college organizational structure is critical to complete transactions or refer out as necessary.

  • Coordinates all aspects of student employment: hiring, training, scheduling, and supervising. Approves student hours in Workday.

  • Provides flexible, responsive and high quality customer service to the entire College community and continuously assesses processes and procedures to revise accordingly.

  • Provide general administrative support, including, not limited to, processing invoices, collecting and distributing mail, and ordering supplies and equipment.

  • Create weekly agenda for the Administrative Board. Notify students and advisors of results and sanctions. Code student records in database accordingly.

  • Oversee the registration process for all incoming undergraduate students each fall. Coordinate with the Office of Advising on registration acquisition and on all changes.

  • Code all credit and course waivers for Advance Placement scores.

  • Provide administrative support for the Office.

  • Responsible for monitoring three office email accounts.

  • Perform special projects or other related duties as assigned.

Communications

  • Plan and coordinate Registrar Office events. This includes event set up and staffing.

  • Greet students, faculty and staff. Answer departmental phones. Respond to student inquiries and direct and refer students to appropriate academic support areas.

  • Maintain and update Registrar Facebook and Twitter presence and other social media outlets as appropriate.

  • Other duties as assigned.

Qualifications

  • Bachelor’s Degree or equivalent work experience required.

  • Minimum two years related work experience, preferably in higher education.

Required Technical Skills

  • Advanced proficiency with MS Office (Word, Excel and PowerPoint) and Adobe Suites;

  • Experience with Workday and Moodle (learning management system) preferred.

Knowledge, Skills & Abilities

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

  • Strong customer service skills with the ability to communicate effectively in person, over the phone, and in writing;

  • Advanced proficiency with MS Office (Word, Excel and PowerPoint) and Adobe Suites;

  • Proficiency in the use of computers; knowledge of word processing, spreadsheet, and database applications; and ability to search and obtain information from the internet;

  • Attentiveness to detail and ability to work independently;

  • Strong organizational skills, and the ability to prioritize multiple requests and handle them in an efficient and timely manner;

  • Strong problem-solving skills, excellent communication and interpersonal skills, and commitment to customer service and teamwork;

  • Ability to create clear, concise, and grammatically correct business correspondence and other documents;

  • Ability to thoroughly learn, understand, and abide by federal and university guidelines regarding student record confidentiality requirements;

  • Ability to work off hours events on occasion.

Desired Competencies

  • Communication

  • Time Management

  • Collaboration

  • Personal Effectiveness/Credibility

  • Flexibility/Adaptability

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.