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Job ID: 190325

Operations & Program Coordinator
Simmons University

Date Posted Jul. 20, 2022
Title Operations & Program Coordinator
University Simmons University
Boston, MA, United States
Department College of Natural, Behavioral and Health Sciences
Application Deadline Open until filled
Position Start Date Available immediately
  • Coordinator
  • Administrative Support/Services

Operations & Program Coordinator

Main Campus - Boston, MAMain Campus - Boston, MAMain 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 Operations & Program Coordinator is a key member of the College of Natural, Behavioral and Health Sciences (CNBHS) Operations team, with a focus on the graduate programs within the School of Nursing (SON). The SON is a complex part of CNBHS' portfolio, with large programs at the undergraduate and graduate levels in both on-ground and online modalities, and extensive operational needs. Reporting to the Assistant Director of Operations for Nursing, the Operations & Program Coordinator helps coordinate the day-to-day operational and administrative needs within Graduate Nursing, implementing best practices to ensure efficiency and sustainability, as well as to advance excellence in the delivery of services to students, faculty, and staff.

The Operations & Program Coordinator will collaborate with program and college leadership to ensure program, student, and faculty information is current and well-maintained, and will manage the daily operations workflow of the Graduate Nursing programs within CNBHS. A critical component of this role is managing and overseeing the operations associated with the execution of Clinical Site Visits and Board of Nursing (BON) compliance plans, a key to the overall graduate nursing program curriculum and student success. This includes managing all site visits assignments, clinical decision making course section placement assignments, faculty licensure requirements for BON compliance, and managing the expense and reimbursement process for all clinical site visitors. Key to this role is learning the needs of a distributed faculty workforce and creating improved processes that enable greater operational efficiencies associated with the clinical site visit process and clinical decision-making (CDM) regional model.

The Operations & Program Coordinator works with a cross-functional team of professionals across all levels of the organization and thrives in a fast paced, data driven, and highly energized environment, while being very organized and demonstrating sound judgment.

Essential Functions:

Clinical Site Visit Operations & Compliance

  • Serves as the operational point of contact for Graduate Nursing and BON-related compliance inquiries
  • Partners with faculty leadership and 2U's compliance team and manages internal database to ensure Graduate Nursing programs remain compliant, as defined by program leadership
  • Manages student CDM section placement for Graduate Nursing programs and collaborates with staffing and recruitment teams to ensure all BON faculty licensure requirements are met through staffing
  • Responsible for managing all clinical site visit assignments for Graduate Nursing students
  • Manage all necessary communications regarding clinical site visits with students, site visitors and program leadership
  • Assign all site visitors to appropriate students based on BON requirements and geographic location
  • Orient site visitors to operational duties including travel, expense reports, etc
  • Escalate placement and clinical concerns to program leadership
  • Manage and resolve all escalated concerns regarding CDM section placements and site visit assignments
  • Review all Clinical Site Visit expense reimbursement reports submitted by site visitors and manage approval process
  • Ensure site visitor compliance for all policies related to travel, licensure and expenses
  • Other duties as assigned

Event Operations

  • Develop and implement best practices for Graduate Nursing to execute online and in-person events
  • Collaborate with the CNBHS Operations team to execute online and in-person events such as, but not limited to:
    • Nursing's Sigma Theta Tau Induction
    • Town Halls & program-specific webinars
    • DNP Symposium
    • University-wide Virtual Commencement Ceremonies
    • Awards ceremonies, graduation celebrations and White Coat ceremonies
    • Immersive experiences that support and complement the Graduate Nursing curriculum
  • Execute Graduate Nursing MSN Immersion Weekends
    • Oversee all Immersion Weekends, a key component of the graduate nursing MSN clinical curriculum, that occur approximately six times per year
      • Oversee any related experiences as determined by program leadership
    • Coordinate student and faculty schedule for the weekend
    • Collaborate with 2U Student Support team to ensure all student needs are met
    • Manage inventory decisions for Immersion Weekends
    • Hire and manage all Immersion Weekend Student Workers
  • Manage post-event surveys and follow-up communications in conjunction with program leadership
  • Other duties as assigned

Operations Support

  • Manage day-to-day operational needs for for Graduate Nursing and participate in ongoing policy and process development and improvements
  • Serve as a primary point of contact for Graduate Nursing communications regarding programs, policies and guidelines for faculty, administrators, students, advisors and others
  • Serves as the key operational liaison for Graduate Nursing for functional areas across the University i.e. Technology, Registrar, Human Resources, and 2U
  • Attend all relevant Graduate Nursing meetings, participate in committee work, maintain records, and manage database systems as required
  • Consult with academic leadership on key program initiatives and make recommendations on issues impacting Graduate Nursing programs
  • Work on discrete projects, providing project coordination, documentation, and support
  • Other duties as assigned



  • Bachelor's Degree or equivalent work experience required

Required Technical Skills

  • Advanced Proficiency with MS Office (Word, Excel and PowerPoint), Zoom, and Google Suite (Drive, Gmail, and Gcal), along with an aptitude and interest in learning new tools and software

Knowledge, Skills & Abilities

  • Three years of relevant work experience, with administrative or coordinator experience preferred
  • Excellent verbal and written communication skills, including editing and proofreading
  • Exceptional planning and organizational skills with particular ability to prioritize work in an environment with multiple and competing interests
  • Prior event planning experience is a plus
  • Ability to take initiative and ownership of projects
  • Strong strategic thinking, project management skills, attention to detail, and ability to proactively problem solve
  • Demonstrated ability to handle sensitive issues and maintain confidentiality
  • Ability to work well with culturally diverse populations within an organization
  • Ability to work independently while also knowing when to "manage up"
  • Proven ability to perform duties with a high level of professionalism, flexibility; discretion, judgment, diplomacy and tact
  • Ability to multitask, adapt to changing priorities, and meet deadlines
  • Prior experience in higher education administration is a plus

Desired Competencies

  • Communication
  • Time Management
  • Positive attitude, problem solving, patience
  • Collaboration/Teamwork
  • Personal Effectiveness/Credibility
  • Flexibility/Adaptability

Work Schedule

This is a full-time exempt position that is benefits-eligible, with a regular schedule of Monday through Friday. Occasional nights and weekends are required. Hybrid work arrangements will be considered.

Required Application Materials:

  • Resume
  • Cover Letter

Salary Grade

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.

To apply, visit

Located in Bostons historic Fenway area, Simmons College is a small, private, non-sectarian College which has educated students for enriching careers and purposeful lives since 1899. Working at Simmons means joining a collaborative, diverse and mission-driven community of educators and professionals.

We prepare students to be leaders for themselves, their communities and the world. Our faculty and staff members lead by example - sharing a commitment to excellence and putting the students first.

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