Administrative Operations CoordinatorReporting 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). This role supports SSHP's daily administrative and operational functioning through scheduling, meeting and event management, communications, and records maintenance, while providing a broad range of support for faculty, staff, and School leadership.This position serves as an important administrative point of contact for the Dean's Office and SSHP operations. It requires strong organizational skills, responsiveness, discretion, professionalism, and the ability to manage multiple priorities in a high-volume environment. The Coordinator will balance Dean-facing support responsibilities with School-wide faculty and departmental administrative and operational support.Essential FunctionsProvide high-level administrative support for the Dean's Office, faculty, department chairs, program directors, staff, and academic departments across the SchoolManage calendars, scheduling, meeting logistics, and administrative follow-up for the Dean's Office and departments, including invitations, agendas, minutes, materials, catering, and related coordinationSupport finance-related administrative processes, including purchasing, supply orders, travel arrangements, expense reports, and compliance with applicable University policiesProvide administrative support for faculty and staff searches, including scheduling, travel coordination, hiring documentation, and onboarding logisticsCoordinate student worker hiring in partnership with Student Employment and supervise Dean's Office student workersCoordinate academic administrative processes, including course materials, scheduling support, academic documentation, committee workflow support, and related faculty supportInterpret and apply School and University administrative policies when guiding faculty through routine processes; identify exceptions, discrepancies, or matters requiring escalationCommunications & Event ManagementServe as the primary point of contact for the Dean's Office by receiving, triaging, and responding to internal and external inquiries; prepare background materials, route matters appropriately, and independently resolve routine requestsMonitor Dean's Office and operational shared email inboxes and respond to faculty, staff, students, and external inquiries promptlySupport School-wide communications, including School and departmental emails, newsletters, digest communications, announcements, and related materials in accordance with University branding guidelinesManage SSHP social media accounts in accordance with University policies and proceduresProvide administrative and logistical support for virtual and on-campus events in collaboration with faculty leadership, the Operations team, University offices, and external vendorsCompliance, Accreditation & Record-KeepingAssist with data collection, documentation, and maintenance for accredited programs in accordance with accreditation standards, policies, and proceduresMaintain Dean's Office, departmental, and School-wide records, contact lists, listservs, shared documents, shared drives, and related files in collaboration with Operations staffMaintain and organize confidential faculty personnel files, documents, and communications in accordance with University policies and proceduresSupport annual faculty review processes, including tracking deadlines, forms, signatures, documentation, and filingManage and maintain an archive of all SSHP program syllabi each semesterOther Duties and ResponsibilitiesCoordinate School-wide administrative timelines and workflows across departments; anticipate operational needs and recommend process improvements that support academic functionsAssist with auditing student academic records, as neededAssist with SSHP-related space management, including liaising with the Facilities team, creating room signage, and aiding with office movesAssist with grant-related reports and data tracking, as neededPerform other duties as assignedRequired QualificationsBachelor's degree required, preferably in Business Administration, Education, Public Administration, or a related field; an equivalent combination of education and experience may be consideredThree to five years of progressively responsible administrative experience, preferably in higher education, academic affairs, or another complex organizational settingAdvanced proficiency with Microsoft Office, including Word, Excel, and PowerPointAdvanced proficiency with Google Workspace, including Google Calendar and DriveStrong written and verbal communication; organizational, planning, and customer service skillsAbility to manage multiple priorities, meet deadlines, take initiative, and work effectively with diverse constituenciesDemonstrated experience interpreting policies, managing sensitive information, and coordinating multi-step administrative processesAbility to handle sensitive matters with discretion and professionalismPreferred QualificationsExperience supporting senior leadership, such as a Dean, department chair, director, or comparable leadership officeExperience coordinating administrative operations across departments, academic units, or functional areasExperience supporting faculty, academic departments, curriculum processes, course scheduling, or other academic systems preferredProficiency with Zoom or other virtual meeting platformsProficiency with Adobe Creative Suite or related document/design toolsExperience with event coordination, purchasing, travel coordination, and/or student worker supervisionExperience using social media, such as LinkedIn and Instagram, in a professional settingCompetenciesAdministrative workflow analysis and process improvementKnowledge of academic policies, accreditation standards, and compliance-related proceduresIndependent judgment, initiative, and sound decision-makingPrioritization, organization, and workload managementProblem assessment and problem-solvingRelationship-building, collaboration, and customer service orientationAttention to detail, accuracy, confidentiality, and discretionWork Environment & Conditions / Physical DemandsFull-time exempt position that is benefits-eligibleStandard work schedule of 40 hours per week; occasional evening or weekend work may be required to support events or operational prioritiesA hybrid work arrangement may be available, subject to School and University policy and supervisor approvalWork is performed primarily in an office environmentEssential physical requirements include sitting, standing, typing, and light lifting (up to 10 lbs)In accordance with applicable pay transparency laws effective October 29, 2025, Simmons University is committed to pay equity, transparency, and clear communication throughout the hiring process.
The hourly or annual salary range for this position is:S06$44,100.00 - $71,700.00This is benefits eligible position.Actual compensation will be based on factors such as experience, education, skills, equity, and external market benchmarks that help guide compensation decisions. Our compensation philosophy is centered around a comprehensive package that includes pay, health benefits, and retirement savings offerings that can be seen here, as well as work-life balance initiatives such as flexible hours and remote work opportunities. We are committed to offering a package that empowers individuals to thrive in their roles, contribute meaningfully, and lead with confidence.Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the Application Materials 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.