Administrative Assistant, Office of the Provost

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 Assistant Provost for Budget and Operations, the Administrative Assistant will play a critical role in maintaining and supporting the administrative and operational needs of the members of the Office of

the Provost. The Administrative Assistant will support the leadership team in day-to-day operations, including calendar and logistics management, meeting and presentation preparation, as well as event support and data management and integrity.

The ideal candidate will thrive in a very fast-paced, data-driven, and highly energized environment. Successful candidates will be experienced in handling a wide range of administrative and operational-related tasks.

As a University committed to diversity, equity and inclusion, we seek candidates who embody these values and have demonstrated success in working with individuals across a broad spectrum of identities and perspectives.

ESSENTIAL FUNCTIONS

Coordinate Calendars and Meetings

• Assist the Provost, Vice Provost and Provost Office team in coordinating calendars and meetings, using judgment to prioritize and commit time for meetings, appointments, and travel based on priorities;
• Schedule meetings and arrange Zoom calls;
• Coordinate meeting logistics including location reservations, catering, and equipment;
• Prepare meeting materials and presentations; distribute meeting agendas.
• Attend meetings as needed and maintain meeting minutes Support Provost Office Academic Operations
• Assists in budget transactions; initiates procurement and payment of invoices, ensuring that correct accounts are credited / debited;
• Coordinate communications to internal and external constituents;
• Appropriately and professionally triage visitors, inquiries, requests, and documents;
• Respond to phone, email, and in-person inquiries in a timely and professional manner; make, accurate and swift judgments, including forwarding questions and requests to other senior staff;
• May draft and / or proofread emails, letters, reports or other documents; and work with highly confidential information.

Support Major Activities, Events, and Committees

• Support the committee work of APMC, Academic Support Council, and Dean’s Council, coordinate the meetings, maintain meeting notes, distribute agenda and materials, and provide general support to the committees
• Support major events, including Commencement (record keeping, helping with staffing, email response), Convocation, Founder’s Day, Award Ceremonies, and Board Meetings.
• Coordinate the Dean’s List mailing each semester

General Administrative Support

• Ensure that office supplies, student workers, parking, electronic files, data entry, etc. are effectively and efficiently managed and supplied;
• Format documents; proofread to ensure that communications are error-free;
• Provide Office reception, ensuring internal and external visitors are welcomed and greeted professionally;
• Provide support to committees and task forces as required;
• Serve as back-up to the Provost Operations Team;
• Manage various shared office inboxes, including Provost’s Office (general) events;

OTHER DUTIES & RESPONSIBILITIES

Other duties as assigned.

QUALIFICATIONS

• 3-5 years of professional work experience required;
• Administrative or Executive Assistant experience preferred;

REQUIRED TECHNICAL SKILLS

• Advanced proficiency with MS Office (Word, Excel and PowerPoint)
• Intermediate proficiency with Adobe Suites;
• Proficiency with Google suite, including Google Calendar and Drive;

KNOWLEDGE, SKILLS & ABILITIES

• Excellent verbal and written communication skills, including editing and proofreading;
• 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;
• Experience with purchasing and booking travel is a plus;
• Prior experience in higher education administration is a plus, but not required;

COMPETENCIES

• Communication;
• Time Management;
• Collaboration;
• Personal Effectiveness / Credibility;
• Flexibility / Adaptability;

WORK ENVIRONMENT & CONDITIONS / PHYSICAL DEMANDS

• Full-time (40-hours / week) position;
• Eligible for a hybrid in-office / remote work schedule;
• Typical office setting;
• Prolonged periods of sitting or standing at a desk and working on a computer;

Salary Grade