Administrative Assistant to Dean of Nursing

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.

JOB SUMMARY

The Administrative Assistant to the Dean will provide organizational and administrative support of a confidential nature to the Office of the Dean. Reporting to the Dean of the School of Nursing (SON), the Administrative 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, exceptional judgment to facilitate collaboration and communication among diverse groups, and the ability to proactively solve problems and/or independently handle issues.  The Administrative Assistant is an integral part of a fast-paced and collaborative team of operations-related staff within the Dean’s Office and across SON. 
 
This highly visible role is critical to the function and success of the Dean’s Office. The Administrative Assistant serves as the first point of contact for inquiries related to the Dean and supports 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; practice and promote teamwork; perform independently; maintain confidentiality; adhere to high standards of personal conduct; and maintain and enhance professional/job competency.

ESSENTIAL JOB FUNCTIONS

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

Calendar & Meeting Coordination 

• Coordinate individual calendars for the Dean, as well as scheduling SON faculty and committee meetings, using sound judgment to prioritize and commit time for meetings, appointments, and travel based on an in-depth understanding of the various priorities and needs for each group; and

• Arrange meeting and event logistics, including reservations, catering, agendas, note-taking and other related duties.

Administrative Operations & Projects 

• Support the Dean’s finance-related needs, including but not limited to purchasing supplies and travel expenses; processing of expense reports and credit card statements; verifying receipts; record and database maintenance requests; and complying with University budget policies;

• Assisting with onboarding logistics and scheduling for new SON faculty and staff upon hire;

• Support the promotion and tenure processes for SON faculty on behalf of the Dean's Office in alignment with University policies and procedures;

• Support the annual faculty review processes including tracking of deadlines, forms, signatures, and filing; and

• Maintain and organize confidential personnel files, documents, and