Administrative Assistant to the Dean (School of Social Work)

Simmons College Company•Boston, MA

12d•Onsite

About The Position

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 Administrative Assistant will anticipate needs of the Dean (SSW), Program Directors, and the Director of Operations, and proactively solve problems and/or independently handle issues. This highly visible role is critical to the function and success of SSW. The Administrative Assistant will serve as the first point of contact for all inquiries and will support both academic and individual calendar coordination, event and meeting preparation, data maintenance, and routine day-to-day operations. 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.

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

Nice To Haves

One to three years of experience working in a higher education setting preferred
Calendar management experience preferred
Advanced proficiency in the Microsoft suite (e.g. Lookup formulas, pivot tables) preferred
Advanced proficiency in the Google suite preferred
Advanced proficiency in the Adobe suite preferred
Excellent communication and interpersonal skills preferred
Workday experience preferred
Learning Management System experience preferred

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.
Make autonomous, accurate, and swift judgements, including forwarding questions and requests to other senior staff.
Coordinate events for the School, including in-person on campus, in-person off campus, and virtual, including the lecture series for the Center for Behavioral Health Education and Research.
Serve as administrative point of contact for vendors and external partner organizations.
Manage creation and distribution of CEU certificates.
Prepare materials for publications and grants, including providing support for the online journal Applied Learning in Social Work Education.
Draft and/or proofread emails, letters, reports, or other documents.
Support other academic operational activities, which may include support of analysis and/or reporting of faculty and student data; assisting in reporting to external entities, including accreditation, licensure, and certification; and others.
Assist the Director with faculty workload coordination and School operations.
Assist the with the course evaluation process each term.
Hire and manage the onboarding process for Dean’s fellows and graduate assistants.
Assist with coordinating simulations and objective structured clinical examinations.
Enter data for various systems, including Workday.
Work on discrete projects, providing project coordination, documentation, and support and other duties as assigned.
Identify issues in operational processes and ensure they are resolved.
Other duties as assigned.