Administrative Assistant to the Dean (School of Social Work)

About the role

The Administrative Assistant to the Dean will provide organizational and administrative support of a confidential nature to the Office of the Dean of the School of Social Work. The role is critical to the function and success of SSW. The ideal candidate will maintain a strong customer focus, foster mutual respect, support Simmons University's commitment to diversity, practice and promote teamwork, perform independently, maintain confidentiality, adhere to high standards of personal conduct and maintain and enhance professional job competency.

Responsibilities

• Coordinate both academic and individual calendars for the Dean and Program Directors, using judgment to prioritize and commit leadership time for meetings, appointments and travel based on an in-depth understanding of the Office’s priorities and needs;
• Schedule meetings and arrange conference calls for the Office as well as School faculty meetings; including meeting logistics including location reservations, catering and equipment;
• Prepare meeting materials and presentations; draft and distribute meeting agendas; and attend meetings and take minutes as directed by the Dean;
• Organize and maintain the innerworkings of the Office of the Dean, including but not limited to processing of invoices, expense reports and credit card statements; ordering supplies, record and database maintenance requests, and basic bookkeeping;
• Prepare purchase orders as needed for orders, programs, projects and other School commitments, including faculty, visitor, and speaker reimbursements and honorarium payments and trainings;
• Provide administrative support for faculty searches and for the annual faulty review processes;
• Serve as the primary point of contact for the Dean for internal and external constituencies, via email, telephone, and in-person, and coordinate communications from the Dean to internal and external constituents;
• Open, sort, and distribute incoming correspondence, including mail, faxes, and email; and respond to phone, email, and in-person inquiries in a timely and professional manner.

Requirements

• 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.

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.

Skills

• Proficiency in the Microsoft suite (e.g. Lookup formulas, pivot tables) preferred;
• Proficiency in the Google suite preferred;
• Advanced proficiency in the Adobe suite preferred;
• Excellent communication and interpersonal skills preferred;
• Learning Management System experience preferred.

Benefits

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.

Pay

The standard work schedule is Monday through Friday, 8:30am – 5:00pm. On very rare occasions, this position (e.g. Commencement week) is required to work in the evening as a part of the job. The hourly or annual salary range for this position is: H05$18.80 - $30.48. This is a benefits-eligible position. Actual compensation will be based on factors such as experience, education, skills, equity, and external market benchmarks that help guide compensation decisions. Our compensation philosophy is centered around a comprehensive package that includes pay, health benefits, and retirement savings offerings that can be seen here, as well as work-life balance initiatives such as flexible hours and remote work opportunities. We are committed to offering a package that empowers individuals to thrive in their roles, contribute meaningfully, and lead with confidence.