Administrative Operations Coordinator, SSHP

About Simmons

Simmons University, located in Boston’s historic Fenway area, has a strong tradition of empowering women and challenging traditional gender roles. Founded 125 years ago to help women become leaders, Simmons continues to grow and evolve, offering Boston’s only women’s undergraduate program and graduate programs open to all. In addition to academic excellence, Simmons focuses on high‑value education that delivers greater ROI to students and prepares them for career growth and social justice‑oriented leadership.

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). The role supports SSHP’s daily administrative and operational functioning through scheduling, meeting and event management, communications, and records maintenance while offering support for faculty, staff, and School leadership.

• Administrative & Operational Support: Provide high‑level support for the Dean’s Office, faculty, department chairs, program directors, staff, and academic departments. Manage calendars, scheduling, meeting logistics, and follow‑up, including invitations, agendas, minutes, catering, and related coordination. Support finance‑related processes, purchasing, supply orders, travel arrangements, expense reports, and compliance with University policies. Assist with faculty and staff searches, hiring documentation, onboarding, student worker hiring, and academic administrative processes such as course materials, scheduling support, and committee workflow.
• Communications & Event Management: Serve as the primary point of contact for the Dean’s Office, triage inquiries, prepare background materials, route matters appropriately, and resolve routine requests. Monitor and respond to shared inboxes, support School‑wide communications (emails, newsletters, announcements), manage SSHP social media accounts, and provide logistical support for virtual and on‑campus events in collaboration with faculty, the Operations team, and external vendors.
• Compliance, Accreditation & Record‑Keeping: Assist with data collection, documentation, and maintenance for accredited programs. Maintain Dean’s Office, departmental, and School‑wide records, listservs, shared documents, and drive organization. Store confidential faculty personnel files, support faculty review processes, and maintain an archive of all SSHP program syllabi each semester.

• Coordinate School‑wide administrative timelines and workflows across departments; recommend process improvements.
• Assist with auditing student academic records and space management tasks.
• Support grant‑related reports and data tracking, as needed.
• Perform other duties as assigned.

• Bachelor’s degree required, preferably in Business Administration, Education, Public Administration, or a related field; equivalent experience considered.
• Three to five years of progressively responsible administrative experience, ideally in higher education or a complex organizational setting.
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Calendar, 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 constituents.
• Experience interpreting policies and coordinating multi‑step administrative processes.
• Discretion and professionalism in handling sensitive information.

• Experience supporting senior leadership such as a Dean, department chair, or director.
• Experience coordinating administrative operations across departments or functional areas.
• Experience supporting faculty, curriculum processes, course scheduling, or academic systems.
• Proficiency with Zoom or other virtual meeting platforms.
• Proficiency with Adobe Creative Suite or related document/design tools.
• Experience with event…