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Administrative Assistant, Office of the Provost - Simmons University

Description	Date Posted
Located in Boston?s historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles. Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women?s undergraduate program and graduate programs open to all. You?re joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England. You?ll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities. This commitment and pride make for a dynamic workplace. Simmons University is committed to inclusive excellence in all aspects of an individual?s community experience. As a university that prioritizes diversity, equity, and inclusion, we encourage applications from all under-represented groups and are focused on 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. Job Summary Simmons University is looking for an Administrative Assistant to join the Provost Office. Reporting to the Director of Academic Budgets, the Administrative Assistant will play a critical role in maintaining and supporting the administrative and operational needs of the members of the Office of the Provost. The Administrative Assistant will support the leadership team in day-to-day operations including calendar and logistics management, meeting and presentation preparation, as well as event support and data management and integrity. The ideal candidate will thrive in a very fast paced, data-driven, and highly energized environment. Successful candidates will be experienced in handling a wide range of administrative and operational related tasks. As a University committed to diversity, equity and inclusion, we seek candidates who embody these values and have demonstrated success in working with individuals across a broad spectrum of identities and perspectives. Essential Functions: Coordinate Calendars and Meetings Assist the Associate Provosts and Directors in coordinating calendars and meetings, using judgment to prioritize and commit time for meetings, appointments, and travel based on priorities; Schedule meetings and arrange conference calls; Coordinate meeting logistics including location reservations, catering, and equipment; Prepare meeting materials and presentations; distribute meeting agendas. Support Provost Office Academic Operations Organize and maintain the work of the Associate Provosts and Directors, including but not limited to processing of invoices, expense reports, and credit card statements; ordering supplies, record and database maintenance requests; Monthly reconciliation of Division Director expense reports in Workday; Coordinate communications to internal and external constituents; Respond to phone, email, and in-person inquiries in a timely and professional manner; make, accurate and swift judgements, including forwarding questions and requests to other senior staff; May draft and/or proofread emails, letters, reports or other documents; Coordinate Provost parking pass program; Coordinate web updates for Provost Office. Support Major Activities and Events Support the Academic Integrity Board, track academic integrity cases in Maxient (database), support the Director of Academic Integrity in the review of cases, coordinate meetings of the Academic Integrity Board, working closely with faculty chair and Director of Academic Integrity; maintain meeting notes during Academic Integrity Board Meeting and issue administrative outcomes; maintain follow up on any students? sanctions, and track sanction outcomes, as appropriate. Support Faculty Senate, coordinate the meeting of the Faculty Senate, working closely with Faculty Senate Leadership; maintain meeting notes during Faculty Senate, distribute agenda and materials and provide general support to the Faculty Senate. Support major events, including Commencement (record keeping, helping with staffing, email response), Convocation, and Board Meetings.Assist with the NECHE University accreditation process. General Administrative Support In coordination with the Provost?s Executive Assistant, ensure that office supplies, student workers, parking, files (paper and share drive), data entry, etc. are effectively and efficiently managed; Format documents; proofread to ensure that communications are error-free; Provide Office reception, ensuring internal and external visitors are welcomed and greeted professionally; Provide support to committees and task forces as required; Serve as back-up to the Executive Assistant of the Provost. Qualifications: Bachelor?s Degree or equivalent work experience required; Minimum of two years of experience in an administrative support position with a focus on customer service (prior experience in higher education a plus); Advanced proficiency with Microsoft Office (Word, Excel and PowerPoint) and Adobe Suites; Experience with Workday a plus; Excellent verbal and written communication skills; Exceptional planning, time management, and organizational skills; Ability to take initiative and ownership of projects; demonstrated ability to prioritize and manage time; Proven ability to perform duties with a high level of professionalism, detail, flexibility; discretion, judgment, diplomacy and tact. Required Application Materials: Resume Cover Letter Salary Grade H05 Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the "Resume/CV" 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. To apply, please visit: https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Administrative-Assistant--Office-of-the-Provost_R06822	2/14/2020

Description

Date Posted

Located in Boston?s historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles. Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women?s undergraduate program and graduate programs open to all. You?re joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England. You?ll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities. This commitment and pride make for a dynamic workplace.

Simmons University is committed to inclusive excellence in all aspects of an individual?s community experience. As a university that prioritizes diversity, equity, and inclusion, we encourage applications from all under-represented groups and are focused on 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.

Job Summary

Simmons University is looking for an Administrative Assistant to join the Provost Office. Reporting to the Director of Academic Budgets, the Administrative Assistant will play a critical role in maintaining and supporting the administrative and operational needs of the members of the Office of the Provost. The Administrative Assistant will support the leadership team in day-to-day operations including calendar and logistics management, meeting and presentation preparation, as well as event support and data management and integrity.

The ideal candidate will thrive in a very fast paced, data-driven, and highly energized environment. Successful candidates will be experienced in handling a wide range of administrative and operational related tasks. As a University committed to diversity, equity and inclusion, we seek candidates who embody these values and have demonstrated success in working with individuals across a broad spectrum of identities and perspectives.

Essential Functions:

Coordinate Calendars and Meetings

Assist the Associate Provosts and Directors in coordinating calendars and meetings, using judgment to prioritize and commit time for meetings, appointments, and travel based on priorities;
Schedule meetings and arrange conference calls;
Coordinate meeting logistics including location reservations, catering, and equipment;
Prepare meeting materials and presentations; distribute meeting agendas.
Support Provost Office Academic Operations

Organize and maintain the work of the Associate Provosts and Directors, including but not limited to processing of invoices, expense reports, and credit card statements; ordering supplies, record and database maintenance requests;
Monthly reconciliation of Division Director expense reports in Workday;
Coordinate communications to internal and external constituents;
Respond to phone, email, and in-person inquiries in a timely and professional manner; make, accurate and swift judgements, including forwarding questions and requests to other senior staff;
May draft and/or proofread emails, letters, reports or other documents;
Coordinate Provost parking pass program;
Coordinate web updates for Provost Office.
Support Major Activities and Events

Support the Academic Integrity Board, track academic integrity cases in Maxient (database), support the Director of Academic Integrity in the review of cases, coordinate meetings of the Academic Integrity Board, working closely with faculty chair and Director of Academic Integrity; maintain meeting notes during Academic Integrity Board Meeting and issue administrative outcomes; maintain follow up on any students? sanctions, and track sanction outcomes, as appropriate.
Support Faculty Senate, coordinate the meeting of the Faculty Senate, working closely with Faculty Senate Leadership; maintain meeting notes during Faculty Senate, distribute agenda and materials and provide general support to the Faculty Senate.
Support major events, including Commencement (record keeping, helping with staffing, email response), Convocation, and Board Meetings.Assist with the NECHE University accreditation process.
General Administrative Support

In coordination with the Provost?s Executive Assistant, ensure that office supplies, student workers, parking, files (paper and share drive), data entry, etc. are effectively and efficiently managed;
Format documents; proofread to ensure that communications are error-free;
Provide Office reception, ensuring internal and external visitors are welcomed and greeted professionally;
Provide support to committees and task forces as required;
Serve as back-up to the Executive Assistant of the Provost.
Qualifications:

Bachelor?s Degree or equivalent work experience required;
Minimum of two years of experience in an administrative support position with a focus on customer service (prior experience in higher education a plus);
Advanced proficiency with Microsoft Office (Word, Excel and PowerPoint) and Adobe Suites;
Experience with Workday a plus;
Excellent verbal and written communication skills;
Exceptional planning, time management, and organizational skills;
Ability to take initiative and ownership of projects; demonstrated ability to prioritize and manage time;
Proven ability to perform duties with a high level of professionalism, detail, flexibility; discretion, judgment, diplomacy and tact.
Required Application Materials:

Resume
Cover Letter
Salary Grade

H05
Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the "Resume/CV" 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.

To apply, please visit: https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Administrative-Assistant--Office-of-the-Provost_R06822

2/14/2020

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