Job Details

Administrative Assistant to the Dean
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Position Number: 1052903
Location: Boston, MA
Position Type: Other Administrative Positions

Administrative Assistant to the Dean
Simmons College

The Administrative Assistant to the Dean (AAD) supports the operations of the School of Social Work by providing administrative assistance to the Dean and Associate Dean(s). The AAD also provides support to Direct Reports to the Dean and to faculty committees engaged in service to the Dean's Office

Essential Functions:
General administrative support to the Dean and Associate Dean(s), including:
Serve as the first point of contact with the Dean's Office for students, faculty, staff, College administration, and external constituencies (including alumnae, donors, etc.). Screen all incoming calls to the Dean's Office. Provide an informed response to all inquiries and triage requests to appropriate offices/individuals as indicated.
Actively update and maintain Google calendars for the Dean and Associate Dean(s). Schedule appointments and meetings with faculty, current and prospective students, and outside constituencies as requested.
Produce and manage written communication, including paper and email correspondence into and out of the Dean's Office, as needed.
Organize and maintain electronic and paper files of the Office.
Support the Dean and Associate Dean in documenting complex and confidential student and faculty issues.
Respond to, and resolve, administrative issues and inquiries as needed; order and maintain office supplies as needed.
Develop Survey Monkey questionnaires and email announcements initiated out of the Dean's Office to faculty, staff, students and alumni, as requested.
Produce and/or proofread reports, proposals, and other time-sensitive documents.
Provide support to committees as assigned, including taking minutes at all scheduled SW and SSW faculty meetings. Maintain electronic and hard copy files of meeting agendas, handouts and minutes of all faculty meetings. Post on the SSW webpage the minutes of faculty meetings and other specified committee meetings as directed.
Maintain sensitivity to diplomacy and confidentiality issues at all times.
Perform other job related duties as assigned.

Budget support:
Monitor departmental credit card expenditures; review charges on monthly statements, code transactions, and submit all back-up documentation to the Office of the Provost and Accounts Payable.
Process budget transactions for the SSW, including invoice payments, check requests, travel and non-travel reimbursements, etc.
Process budget transfers and reclass requests as necessary.

Provide administrative assistance regarding the hiring and payment processes for full-time and adjunct teaching faculty:
Act as a liaison with the Office of Talent and Human Capital Strategy (THCS), the Office of the Provost, and the Payroll Department regarding faculty contracts; ensure delivery of all contracts to these departments; maintain up to date files of all faculty contracts and agreements for additional compensation.
Maintain electronic and paper records for all semester-based contracts for faculty members.

Other Administrative Support:
Administrative support for the promotion and tenure process.
Administrative support for the faculty review process.
Administrative support to search committees.
Submit payments for instructors teaching SSW certificate programs, Professional Development Institute classes, statistics mini-courses, etc. (for faculty and non-employee instructors).
Update the School of Social Work listservs each semester as necessary.

Instructions to Applicants:
Please upload a resume and cover letter with your application for consideration.

As a College committed todiversity, Simmons encourages applications broadly. Simmons is an equal opportunity employer and is committed to continuing to develop a morediversefaculty, staff, student body and curriculum.

For full application instructions and position description, visit https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Administrative-Assistant-to-the-Dean_R02652-1