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. Essential Job Functions 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. Required Qualifications 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. Preferred Qualifications Experience with coordinating cross‑departmental initiatives. Prior experience supporting senior leaders. Demonstrated skills with managing complex projects, safeguarding sensitive information, and streamlining operations. Competencies 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. Strong organizational and time‑management skills with the ability to manage multiple priorities. Work Environment & Conditions / Physical Demands This is a full‑time (40‑hours/week) office position with occasional night and weekend commitments related to Advancement events and board activities; eligible for a flexible, hybrid in‑office/remote work setting structure. The position requires mobility and environmental awareness which can include extensive standing and walking and a moderate degree of carrying and lifting. Compensation and Benefits 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: S08$60,100.00 - $95,400.00. 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. EEO Statement Simmons University is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body and curriculum. #J-18808-Ljbffr University of California