Job Details

Administrative Assistant, Undergraduate Programs

Main Campus - Boston, MA
R06447

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
Simmons University is looking for an Administrative Assistant to join the Undergraduate Program Team (UG). Reporting to the Director of Undergraduate Research and Fellowships, with additional oversight and guidance from the Operations Manager of Undergraduate Programs, the Administrative Assistant will play an integral role in the operational, logistical and administrative aspects of the office and the Undergraduate student experience at Simmons.

We are looking for a colleague who can work in a fast-paced environment, maintain flexibility, work independently and problem solve. We are looking for a detail-oriented individual with excellent communication skills with the ability to engage members of the Simmons community including faculty, staff and students.

The Undergraduate Program is committed to supporting the intellectual curiosity, scholarly development and creative capacity of Simmons students. Through engaging events and programs including SURPASs, Simmons World Challenge, Undergraduate Faculty-Student Collaborative Fellowship, Undergraduate Student Conference Travel Fund, Undergraduate Student Research Fund, Kotzen Scholars Program, Boston Scholars Program and the Friars Lecture Series, the Undergraduate Program engages students in meaningful dialogue and exchange.

Responsibilities:

• Schedule rooms, book catering, coordinate technology support, manage travel arrangements, and booking accommodations for guest speakers, faculty, staff, or scholars for UG events;
• Facilitate day-of event logistics, including overseeing volunteers, setting up the poster exhibit and panel rooms, directing presenters and guests, checking on catering/facilities/tech set-up, and breaking down the poster session;
• Create event content and collateral, both written and visual, for UG brochures and events, including guest speaker schedules/itineraries;
• Manage applications for, as well as attendee participation in, UG events, communicating application statuses and other key event information;
• Collaborate with Student Financial Services and other campus offices to coordinate the disbursement, tracking, and reporting of funding for scholarly and experiential activities;
• Coordinate the purchase and delivery of materials and supplies for SURPASs scholars and PLAN faculty;
• Coordinate field trip logistics for PLAN faculty;
• Maintain and update the PLAN course expense tracking sheet;
• Collect and organize course materials for PLAN end-of-year assessments;
• Respond to requests and inquiries from faculty, staff, and students;
• Purchase office supplies;
• Manage office credit card reconciliations and the submission of expense reimbursements;
• Coordinate internal team meetings including scheduling meetings, the recording of minutes, technology set up, catering orders etc.
• Other responsibilities as assigned.

Qualifications:

• Bachelor's degree preferred;
• 1+ years of professional work or relevant internship experience;
• Experience designing posters and flyers, marketing and other web based communications;
• Strong interpersonal and communication skills;
• Excellent attention to detail, time management, and organizational skills;
• Ability to work some evening or weekend events as required;

Required Application Materials:

• Resume
• Cover Letter

Salary Grade
H05

Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the "Resume/CV" 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 https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Administrative-Assistant--Undergraduate-Programs_R06447

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.