Senior Advancement Operations Specialist

Job Summary

The Senior Advancement Operations Specialist provides operational and administrative support to the Vice President of Advancement and Advancement Office at Simmons University. The position requires discretion, sound judgment, and professionalism in all interactions with internal and external stakeholders. This role is critical in ensuring the efficiency of the Advancement Office by managing the Vice President’s schedule and daily priorities, serving as primary liaison between the Advancement Office and the Office of the President, coordinating travel and meetings for both the Vice President and Advancement activities, overseeing budgetary processes and financial tracking for the department, and supporting departmental operations and project management.

This position reports directly to the Vice President of Advancement.

Administrative & Calendar Management

• Manage and maintain the Vice President's complex daily calendar, including scheduling meetings, appointments, and events.
• Prioritize and resolve scheduling conflicts to ensure efficient use of the Vice President's time.
• Serve as a primary point of contact for the Vice President, screening calls, correspondence, and requests.
• Support the administration and tracking of the Vice President’s fundraising portfolio.

Advancement Liaison to the President’s Office

• Coordinate all advancement‑related meetings and travel for the President in collaboration with the Vice President for Advancement.
• Partner with Advancement staff to manage travel arrangements, ensuring alignment with donor visits, cultivation events, and institutional priorities.
• Oversee the preparation, collation, and timely delivery of briefing materials, guest lists, and event details for the President’s advancement activities.
• Ensure seamless communication and collaboration between the Offices of the President and Advancement to support strategic fundraising and engagement goals.

Travel & Meeting Coordination

• Arrange domestic and international travel, including transportation, lodging, itineraries, and related logistics.
• Plan and execute meetings, retreats, and special events for the Advancement Office, including agenda preparation, materials, catering, and follow‑up.
• Coordinate logistics and materials for advancement department and interdepartmental meetings.

Financial & Budget Oversight

• Track, reconcile, and process the Vice President's expenses and departmental purchases in accordance with college policies.
• Provide oversight of the Advancement budget, including monitoring expenditures, generating budget reports, and assisting with forecasting.
• Serve as liaison with the Finance Office on budgetary matters.
• Manage internal resources and procedures for third‑party vendors, including contract management and approvals, and budget operations.

Operational Support

• Support Advancement staff with project kick‑offs and cross‑department coordination as needed.
• Develop and maintain efficient office systems for information management in collaboration with Advancement Services.
• Serve as project manager on cross‑departmental projects as identified by the Vice President.
• Ensure the confidentiality of sensitive information related to the Vice President’s work and Advancement initiatives.
• Implement onboarding and off‑boarding activities for Advancement staff.

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Minimum of 3‑5 years of operational support, preferably in higher education, nonprofit, or advancement/development settings.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with budget management systems.

• Experience with coordinating cross‑departmental initiatives.
• Prior experience supporting senior leaders.
• Demonstrated skills with managing complex projects, safeguarding sensitive information, and streamlining operations.

• Excellent communication, writing, and interpersonal skills.
• Demonstrated discretion, professionalism, and ability to handle confidential information.
• Strong problem‑solving skills and the ability to work both independently and collaboratively.
• S…