Administrative Operations Coordinator, SSHP

Simmons College Company•Boston, MA

28d•Hybrid

About The Position

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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.