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Job ID: 180378

Administrative Assistant, Division of Student Affairs
Simmons University

Date Posted Mar. 2, 2022
Title Administrative Assistant, Division of Student Affairs
University Simmons University
Boston, MA, United States
Department Division of Student Affairs
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Administrative Assistant, Division of Student Affairs

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.

Job Summary:

Reporting to the Assistant Vice President for Student Affairs Operations and Assessment, the Administrative Assistant will provide organizational and administrative support of a confidential nature to the Division of Student Affairs. The Administrative Assistant manages the operations of the Student Affairs office suite and provides organizational, administrative, technical and confidential support in an environment that is evolving, complex, and sometimes ambiguous. The Administrative Assistant maintains an organized and efficient flow of communications to and from the office and across departments.

The Administrative Assistant will be responsible for managing the front office including ordering supplies, processing expense reports for the Vice President, Assistant Vice President, Athletic Director, Dean of Student Experience and Assistant Dean. The Administrative Assistant will hire, train and supervise a team of undergraduate and graduate student staff and will be responsible for organizing regular meetings with Administrative Assistant staff across the division to increase opportunities for cross training and professional development.

This highly visible role is critical to the function and success of strategic initiatives within the Division of Student Affairs and will serve as the first point of contact for the Administration Office and will support both operational and individual calendar coordination, event and meeting preparation, project and program support, data maintenance and routine day-to-day operations.

The ideal candidate will maintain a strong customer focus; foster mutual respect; have the ability to work with diverse stakeholders and promote teamwork and collaboration; perform independently; maintain confidentiality; adhere to high standards of personal conduct and integrity; maintain a level of professionalism and ethics; will be committed to diversity, equity and inclusion and student-centered, equity minded practice; and will be able to manage effectively during crisis and change.

Essential Functions:

Calendar Coordination & Meeting Coordination
  • Coordinate calendars for members of the administrative suite ensuring proper time for administrative tasks and travel;
  • Schedule meetings and arrange conference calls as University wide faculty, staff, student meetings when needed;
  • Provide administrative support to Senior Leadership and Leadership Team meetings, all division meetings and retreats;
  • Coordinate meeting logistics including location reservations, catering, technology and equipment;
  • Responsible for sorting and distributing incoming correspondence, including mail, faxes, and email;
  • Prepare meeting materials, records, and/or presentations;
  • Coordinate travel arrangements for Vice President of Student Affairs.

Administrative Operations & Projects
  • Organize and maintain the main office, including but not limited to, process expense reports and credit card statements; verify receipts; organize office spaces, order supplies, manage parking tickets, record and database maintenance requests and facilitate other office related needs;
  • Ensure that new staff across the division are properly on-boarded and receive necessary information to ensure their success and understanding of the division and the campus;
  • Coordinate regular meetings with Administrative Assistants across the division to encourage cross training, information sharing and professional development;
  • Prepare information and materials as needed for programs, projects and other commitments or events, including faculty, visitor, and speaker, reimbursements, honorarium payments, and trainings;
  • Work on discrete projects, providing project coordination, documentation, and support;
  • Manage, train and supervise student workers;
  • Manage and enter data in various database and records systems.

  • Serve as the primary point of contact for the Office of the Dean for internal and external constituencies;
  • Maintain accurate contact lists and communication resources;
  • Coordinate communications from Office of the Dean to internal and external constituents;
  • Respond to phone, email, and in-person inquiries in a timely, professional and respectful manner, while making autonomous, accurate, and swift judgments to triage all types of inquiries;
  • Maintain website and social media pages;
  • Update and regularly edit On Mission, the division-wide newsletter.

  • Bachelor's Degree or equivalent work experience required.

Required Technical Skills
  • Advanced proficiency with MS Office (Word, Excel and PowerPoint);
  • Ability to effectively manage google office products including email, calendaring, Google Forms, Google Sites and Google Keep.

Knowledge, Skills & Abilities
  • One to three years of professional experience; administrative, project management or office management experience preferred;
  • Excellent verbal and written communication skills, including editing and proofreading;
  • Exceptional customer service skills;
  • Exceptional planning and organizational skills;
  • Ability to take initiative and ownership of projects;
  • Demonstrated ability to handle sensitive issues and maintain confidentiality;
  • Ability to work well with culturally diverse populations within an organization;
  • 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.

Desired Competencies
  • Communication
  • Time Management
  • Collaboration
  • Personal Effectiveness/Credibility
  • Flexibility/Adaptability

Work Schedule

This is a 40-hour work week position that may involve some flexibility for supporting periodic evening or weekend events.

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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