Job Details

Administrative Assistant II

Main Campus - Boston, MA
R04269

The Administrative Assistant is a key member of the Center for Student Success and will provide administrative support to both the Office of Undergraduate Advising as well as Disability Services and will report to the Directors for both units. This role will be the first point of contact for students, parents and faculty needing support from these offices. In addition, this position will possess supervisory responsibilities over the shared student office assistants.

The ideal candidate will; maintain a strong customer focus, foster mutual respect, support to Simmons College'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:

• Provide general administrative support for both Advising and Disability Services departments, including, not limited to, photocopying course materials, booking rooms, scanning resources, and ordering supplies and equipment;
• Point-person for front office triage;
• Communicate regularly with faculty, students, staff, parents and external vendors;
• Coordinating events for students in collaboration with the other administrative assistants and within other College offices (Event Management, Technology, Facilities, Catering, etc.);
• Support Advising and Disability offices with the preparation and processing of invoices and expense statements;
• Effectively manage the process of converting materials into accessible format for students registered with Disability Services Office;
• Liaison with the Executive Assistants for Division Chairs, the Dean's Office, and Director of Academic Budgets as necessary;
• Direct supervision over undergraduate office assistants which includes hiring, training, scheduling and approve timesheets for student employees within Workday;
• Assist with scheduling student/department members' calendars, as requested;
• Abide by FERPA as interpreted by Simmons College and maintain student confidentially;
• Assist in the drafting of original memoranda, advertisements, brochures and mailings;
• Answer and route phone calls, mail and e-mail messages and may handle sensitive information;
• Prepare time sensitive materials for publications and/or grants;
• Responsible for maintaining several office email accounts;
• Handle confidential student medical documentation on behalf of Disability Services;
• Schedule private testing sessions for students with special approved accommodations;
• Proven ability to perform duties with a high level of professionalism, flexibility; discretion, judgement, diplomacy and tact;
• Other duties as assigned.

Qualifications:

• Bachelor's Degree or equivalent work experience required;
• Minimum two years of experience in an administrative support position with a focus on customer service (prior experience in higher education preferred);
• Strong customer service skills with the ability to communicate effectively in person, over the phone and in writing;
• Excellent time management and organizational skills; ability to manage several long term projects and daily responsibilities at once;
• Highly motivated individual with ability to work effectively individually as well as part of a team;
• Commitment to working with diverse individuals;
• Proficient with utilizing Google mail, calendar, documents, and drive.

Preferred Qualifications:

• Prior experience utilizing Workday and Moodle preferred;
• Knowledge of and experience with conflict management and intervention strategies a plus.

Desired Competencies

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

Work Schedule
This is a 40 hour per week position.


Instructions to Applicants: Please submit a resume and cover letter in the Resume/CV section on the 'My Experience' page of your application.


As a College committed to diversity, Simmons encourages applications broadly. 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-II_R04269

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.