Executive Assistant, College of Social Sciences, Policy and Practice

  • Job posted by Simmons University

Job Type

Part Time

Published

10/13/2018

Address

Boston
Massachusetts
United States

Description

<center>

Executive Assistant, College of Social Sciences, Policy and Practice</center>

Main Campus - Boston, MA
R04819

The Executive Assistant will provide organizational and administrative support of a confidential nature to the Office of the Dean. The Executive Assistant will anticipate needs of the Dean of the College of Social Sciences, Policy and Practice and the Operations Director and proactively solve problems and/or independently handle issues. The Executive Assistant will act as liaison with internal colleagues and external partners while promoting a culture of inclusion and responsiveness through customer-centric support. This position requires keen interpersonal skills and exceptional judgment to facilitate collaboration and communication among diverse groups.

This highly visible role is critical to the function and success of the College of Social Sciences, Policy and Practice. The Executive 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 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.

For more information about the College of Social Sciences, Policy, and Practice please refer to our website.

Essential Functions
Calendar Coordination & Meeting Coordination - 45%
  • Coordinate both academic and individual calendars for the Dean and Operations Director, 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 College wide faculty meetings;
  • Coordinate meeting logistics including location reservations, catering and equipment;
  • Prepare meeting materials and presentations;
  • Draft and distribute meeting agendas;
  • Attend meetings and take meeting minutes as directed by the Dean.

Administrative Operations & Projects - 30%
  • Organize and maintain the workings 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 College commitments, including faculty, visitor, and speaker reimbursements and honorarium payments and trainings;
  • Coordinate training programs and special events for the Office of the Dean;
  • Provide administrative support for faculty searches and for the annual faculty review processes;
  • 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 Operations Director with course scheduling, faculty workload coordination, and College operations;
  • Assist the Operations Director with the course evaluation process;
  • Work on discrete projects, providing project coordination, documentation, and support and other duties as assigned.

Communications - 25%
  • Serve as the primary point of contact for the Office of the Dean for internal and external constituencies;
  • Coordinate communications from Office of the Dean to internal and external constituents;
  • 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;
  • Open, sort, and distribute incoming correspondence, including mail, faxes, and email;
  • May draft and/or proofread emails, letters, reports, or other documents.

Education
  • Bachelor's Degree or equivalent work experience required.

Required Technical Skills
  • Advanced proficiency with MS Office (Word, Excel and PowerPoint);
  • Intermediate proficiency with Adobe Suites.

Knowledge, Skills & Abilities
  • Three to five years of professional experience; administrative or executive assistant experience preferred;
  • Excellent verbal and written communication skills, including editing and proofreading;
  • Exceptional planning and organizational skills;
  • Ability to take initiative and ownership of projects;
  • Demonstrated ability to handle sensitive issues and maintain confidentiality;
  • Ability to work well with culturally diverse populations within an organization;
  • Proven ability to perform duties with a high level of professionalism, flexibility; discretion, judgment, diplomacy and tact;
  • Ability to multi-task, adapt to changing priorities, and meet deadlines;
  • Experience with accounting practices for budgetary responsibilities;
  • Prior experience in higher education administration preferred.

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

Work Schedule
This is a 40 hour position with a schedule of Monday through Friday from 8:30am to 5:00pm.

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

<i>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</i>


To apply, visit https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Executive-Assistant_R04819

<i>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.</i>

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Professional Level

Managerial

Minimum Education Required

4-year degree


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