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Job ID: 183338

Operations Specialist, CNBHS
Simmons University

Date Posted Apr. 6, 2022
Title Operations Specialist, CNBHS
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
  • Professional Staff
  • Finance/Investment Management

Operations Specialist, CNBHS

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 Specialist is a key member of the College of Natural, Behavioral and Health Sciences (CNBHS) Operations team, with a primary focus on budget and data management. The Operations Specialist will help coordinate various processes and systems on behalf of the College's Dean, Associate Deans, Department Chairs, and Program Directors. Reporting to the Director of Operations, the Operations Specialist will help ensure the College is using its fiscal resources effectively and in compliance with applicable policies. The Operations Specialist will also help the College optimize its data management to support data-informed decision making.

CNBHS is a high-profile, fast-paced, and dynamic environment. For more information about CNBHS, please refer to our webpage.

Essential Functions

Budget Management
  • Develop, manage, and monitor departments' and programs' annual capital and operating budgets and expenses;
  • Manage the annual budget planning and submission process in an inclusive and collaborative manner;
  • Oversee timely invoice and expense management in collaboration with University's accounting department;
  • Ensure college financial transactions are allocated to the correct budget and in compliance with University policies;
  • Regularly audit budgets to ensure accuracy and confirm spending is in line with financial forecasts;
  • Assist with grant proposal budget development, monitoring post-award spending, and providing financial reports as needed;
  • Track spending of donor gifts and confirming use is in line with gift agreements;
  • Serve as a resource throughout the College on budget-related policies and inquiries;
  • Support the College's purchasing process, particularly for complex transactions;
  • Coordinate the professional development funding process for faculty;
  • Other Duties as assigned.

Data Management
  • Develop and implement data management best practices for Department Chairs/Program Directors within the College;
  • Deliver annual and/or semester-based reports assisting and informing Department Chairs/Program Directors for regular analysis while ensuring data integrity;
  • Manage course evaluation process in a timely manner, including distribution and analysis of results, in accordance with Simmons policy;
  • Other Duties as assigned.

Operations Management
  • Work collaboratively and liaise with the Offices of the Provost, Registrar, Institutional Research, and Human Resources;
  • Assist with College and University-level policy and process development;
  • Manage the approval process of vendor, affiliate, subaward, and other contracts; ensuring contract financial obligations are met;
  • Coordinate the College's student employee hire process to ensure alignment with budget and policy;
  • Other Duties as assigned.

  • Bachelor's degree or equivalent work experience required;
  • Minimum of 3-5 years of work experience in an operations or administrative-related role;
  • Prior experience in higher education academic administration preferred;
  • Experience with budgetary responsibilities is preferred;
  • Experience managing grants is a plus;
  • Exceptional planning and organizational skills, and proven experience taking initiative and having ownership of projects;
  • Excellent working knowledge of Microsoft Excel (specifically advanced formulas, pivot tables and charts);
  • Advanced proficiency with Google Suite (Drive, Gmail, and Gcal), along with an aptitude and interest in learning new tools and software;
  • Knowledge of Adobe Suite, Workday, and/or other data management software;
  • Ability to familiarize self with new databases and to combine data sets for reporting and analytical purposes;
  • Excellent communication, analytical thinking, and problem solving abilities;
  • Demonstrated ability to handle sensitive issues and maintain confidentiality;
  • 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;
  • Ability to work independently while also knowing when to ask for guidance;
  • Ability to work well with culturally diverse populations within an organization;
  • Ability to work with a variety of stakeholders, including those in leadership roles.

Terms of Service: This is a full-time exempt position that is benefits-eligible. Occasional evening or weekend work may be required. This position may be eligible for partial or full remote work.

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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