Administrative Operations Coordinator, SSHP

Located in Boston’s historic Fenway area, Simmons University has a strong tradition of empowering women and challenging traditional gender roles. Simmons was founded for equality 125 years ago as one of the first higher education institutions dedicated to helping women become leaders. Today, our university continues to grow and evolve and now offers Boston’s only women’s undergraduate program and graduate programs open to all. 

You’re joining our community at an especially exciting time as we continue to innovate for the future. Simmons recently launched a six-school academic structure that leverages our expert faculty and longstanding expertise in professions that make our communities stronger. In addition, we continue to highlight our high-value education proposition that is delivering greater ROI to students and putting them on the fast track to career growth and success. You’ll find that people who work here truly believe in our mission of preparing students to become social justice-oriented leaders who excel in their professions and their communities. This commitment and pride make for a dynamic workplace.

As a university that values 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.

ROLE SUMMARY

Reporting to the Director/Associate Director of Operations and working closely with the Assistant Director of Operations, the Administrative Operations Coordinator provides broad administrative, faculty-facing, and Dean’s Office support within the School of Sciences and Health Professions (SSHP). This role supports SSHP’s daily administrative and operational functioning through scheduling, meeting and event management, communications, and records maintenance, while providing a broad range of support for faculty, staff, and School leadership.

This position serves as an important administrative point of contact for the Dean’s Office and SSHP operations. It requires strong organizational skills, responsiveness, discretion, professionalism, and the ability to manage multiple priorities in a high-volume environment. The Coordinator will balance Dean-facing support responsibilities with School-wide faculty and departmental administrative and operational support.

ESSENTIAL FUNCTIONS

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

Administrative & Operational Support:

• Provide high-level administrative support for the Dean’s Office, faculty, department chairs, program directors, staff, and academic departments across the School

• Manage calendars, scheduling, meeting logistics, and administrative follow-up for the Dean’s Office and departments, including invitations, agendas, minutes, materials, catering, and related coordination

• Support finance-related administrative processes, including purchasing, supply orders, travel arrangements, expense reports, and compliance with applicable University policies

• Provide administrative support for faculty and staff searches, including scheduling, travel coordination, hiring documentation, and onboarding logistics

• Coordinate student worker hiring in partnership with Student Employment and supervise Dean’s Office student workers

• Coordinate academic administrative processes, including course materials, scheduling support, academic documentation, committee workflow support, and related faculty support

• Interpret and apply School and University administrative policies when guiding faculty through routine processes; identify exceptions, discrepancies, or matters requiring escalation

Communications & Event Management

• Serve as the primary point of contact for the Dean’s Office by receiving, triaging, and responding to internal and external inquiries; prepare background materials, route matters appropriately, and independently resolve routine requests

• Monitor Dean’s Office and operational shared email inboxes and respond to faculty, staff, students, and external inquiries promptly

• Support School-wide communications, including School and departmental emails, newsletters, digest communications, announcements, and related materials in accordance with University branding guidelines

• Manage SSHP social media accounts in accordance with University policies and procedures

• Provide administrative and logistical support for virtual and on-campus events in collaboration with faculty leadership, the Operations team, University offices, and external vendors

Compliance, Accreditation & Record-Keeping

• Assist with data collection, documentation, and maintenance for accredited programs in accordance with accreditation standards, policies, and procedures

• Maintain Dean’s Office, departmental, and School-wide records, contact lists, listservs, shared documents, shared drives, and related files in collaboration with Operations staff

• Maintain and organize confidential faculty personnel files, documents, and communications in accordance with University policies and procedures

• Support annual faculty review processes, including tracking deadlines, forms, signatures, documentation, and filing

• Manage and maintain an archive of all SSHP program syllabi each semester

OTHER DUTIES AND RESPONSIBILITIES

• Coordinate School-wide administrative timelines and workflows across departments; anticipate operational needs and recommend process improvements that support academic functions

• Assist with auditing student academic records, as needed

• Assist with SSHP-related space management, including liaising with the Facilities team, creating room signage, and aiding with office moves

• Assist with grant-related reports and data tracking, as needed

• Perform other duties as assigned

REQUIRED QUALIFICATIONS

• Bachelor’s degree required, preferably in Business Administration, Education, Public Administration, or a related field; an equivalent combination of education and experience may be considered

• Three to five years of progressively responsible administrative experience, preferably in higher education, academic affairs, or another complex organizational setting

• Advanced proficiency with Microsoft Office, including Word, Excel, and PowerPoint

• Advanced proficiency with Google Workspace, including Google Calendar and Drive

• Strong written and verbal communication; organizational, planning, and customer service skills

• Ability to manage multiple priorities, meet deadlines, take initiative, and work effectively with diverse constituencies

• Demonstrated experience interpreting policies, managing sensitive information, and coordinating multi-step administrative processes

• Ability to handle sensitive matters with discretion and professionalism

PREFERRED QUALIFICATIONS

• Experience supporting senior leadership, such as a Dean, department chair, director, or comparable leadership office

• Experience coordinating administrative operations across departments, academic units, or functional areas

• Experience supporting faculty, academic departments, curriculum processes, course scheduling, or other academic systems preferred

• Proficiency with Zoom or other virtual meeting platforms

• Proficiency with Adobe Creative Suite or related document/design tools

• Experience with event coordination, purchasing, travel coordination, and/or student worker supervision

• Experience using social media, such as LinkedIn and Instagram, in a professional setting

COMPETENCIES

• Administrative workflow analysis and process improvement

• Knowledge of academic policies, accreditation standards, and compliance-related procedures

• Independent judgment, initiative, and sound decision-making

• Prioritization, organization, and workload management

• Problem assessment and problem-solving

• Relationship-building, collaboration, and customer service orientation

• Attention to detail, accuracy, confidentiality, and discretion

WORK ENVIRONMENT & CONDITIONS / PHYSICAL DEMANDS

• Full-time exempt position that is benefits-eligible

• Standard work schedule of 40 hours per week; occasional evening or weekend work may be required to support events or operational priorities

• A hybrid work arrangement may be available, subject to School and University policy and supervisor approval

• Work is performed primarily in an office environment

• Essential physical requirements include sitting, standing, typing, and light lifting (up to 10 lbs)

In accordance with applicable pay transparency laws effective October 29, 2025, Simmons University is committed to pay equity, transparency and clear communication throughout the hiring process. The hourly or annual salary range for this position is:

This is 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.

Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the Application Materials 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.