Faculty Support Coordinator

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.

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.

JOB SUMMARY

Reporting to the Director of Operations, the Faculty Support Coordinator provides administrative support for the faculty of the School of Social Work (SSW), including overseeing the SSW Dean’s Fellowship program.

Additionally, this role assists Program Directors with data management, course scheduling, reporting, event support, day to day operations, and assists with other duties as assigned.

The Faculty Support Coordinator will promote a culture of inclusion and responsiveness through constituent-centric support.

This position requires keen interpersonal skills, exceptional judgment to facilitate collaboration and communication among the operations and support team.

The ability to handle sensitive information is necessary.

ESSENTIAL JOB FUNCTIONS

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

• Provide general administrative support for faculty, including, not limited to, photocopying course materials, booking rooms, scanning resources, sorting mail and ordering supplies;
• Monitor and procure general supplies and resources supporting faculty teaching and scholarship;
• Provide supplemental support for department events for faculty in collaboration with other University offices (Events Management, Technology, Facilities, Catering, etc.);
• Support faculty with the preparation and processing of expense reports and travel requests;
• Assist with space management and faculty office relocations;
• Serve as an engaged team member for communication to support faculty and staff by cultivating communications that are timely and effective, both electronically and physical mail;
• Attend all relevant meetings, participate in committee work, maintain records, record meeting minutes as required;
• Manage the SSW Dean’s Fellowship program, including recruitment, training, supervision, and deployment;
• Oversee student worker payroll and other processes for student leadership positions across SSW;
• Assist in the creation of signage, course flyers, brochures, and mailings;

OTHER DUTIES AND RESPONSIBILITIES

• Support faculty as needed with general facility and technology requests;
• Provide administrative and event support for Simulations;
• Track budgets and oversee approvals for faculty professional development, faculty growth, and graduate professional development funds;
• Assist with grant management and reimbursements;
• Communicate with the Office of the Registrar for updated program lists and provide status updates on course changes and course development;
• Assist Program Directors in developing course section projections and monitoring enrollments to maximize course section utilization each term;
• Assist with data collection for, and submission of, external accrediting bodies;
• Update various program handbooks in consultation with the Dean, Program Directors, and faculty;
• Collaborate with the Dean, Office of the Registrar, and Admission to track current students, leaves of absence, and project new students;
• Support maintenance of the SSW website and act as SSW liaison with Marketing and Communications;
• Support promotion of internal communication of events and other items;
• Prepare materials for publications and / or grants;
• 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;
• Workday experience preferred;

Learning Management System experience preferred.

COMPETENCIES

Communication

Time Management

Collaboration

Personal Effectiveness / Credibility

Flexibility / Adaptability

WORK ENVIRONMENT & CONDITIONS / PHYSICAL DEMANDS

• This is a full-time, 40-hour / week non-exempt position;
• In-person on-campus, with hybrid work arrangement eligibility;
• Typical office or home office environment, with moderate noise;
• Sedentary work with walking or standing required occasionally;
• Light physical demands up to 20 pounds;

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

Salary Grade