Administrative Assistant to the Dean (School of Social Work)

Job Summary The Administrative Assistant to the Dean will provide organizational and administrative support of a confidential nature to the Office of the Dean of the School of Social Work. The role anticipates the needs of the Dean, Program Directors, and the Director of Operations, proactively solves problems, and independently handles issues. This highly visible position is critical to the function and success of the School of Social Work. Essential Job Functions Coordinate both academic and individual calendars for the Dean and Program Directors, prioritizing meetings, appointments, and travel. Schedule meetings and arrange conference calls for the Office, including faculty meetings; handle logistics such as location reservations, catering, and equipment. Prepare meeting materials and presentations, draft and distribute agendas, attend meetings, and take minutes. Organize and maintain office operations: process invoices, expense reports, credit card statements, order supplies, manage database maintenance requests, and perform basic bookkeeping. Prepare purchase orders for orders, programs, projects, faculty statements, and reimbursements; manage honorarium payments and training expenses. Provide administrative support for faculty searches and annual faculty review processes. Serve as the primary point of contact for the Dean for internal and external constituencies via email, telephone, and in-person; coordinate communications from the Dean. Open, sort, and distribute incoming correspondence (mail, faxes, email) and respond to inquiries promptly and professionally. Coordinate events for the School, including campus, off‑campus, and virtual events such as the lecture series for the Center for Behavioral Health Education and Research. Other Duties and Responsibilities Act as an administrative point of contact for vendors and external partner organizations. Manage creation and distribution of CEU certificates. Prepare materials for publications and grants, provide support for the online journal Applied Learning in Social Work Education. Draft and proofread emails, letters, reports, and other documents. Support academic operational activities including analysis and reporting of faculty and student data, and reporting to external entities such as accreditation and licensure bodies. Assist the Director with faculty workload coordination and School operations. Assist with the course evaluation process each term. Hire and manage the onboarding process for Dean’s fellows and graduate assistants. Assist with coordinating simulations and objective structured clinical examinations. Enter data into systems, including Workday, and support discrete projects with coordination, documentation, and other duties as assigned. Identify issues in operational processes and ensure resolution. Required Qualifications Bachelor’s degree or equivalent work experience. One to three years of experience in an administrative support position with a focus on customer service. Proficiency in the Microsoft suite (e.g., lookup formulas, pivot tables). Proficiency in the Google suite. Proficiency in the Adobe suite. Proficiency with virtual meeting platforms. Clear and effective written and oral communication skills. Exceptional planning and organizational skills. Ability to take initiative and ownership of projects. Professionalism, flexibility, discretion, judgment, diplomacy, and tact. Preferred Qualifications One to three years of experience working in a higher education setting. Calendar management experience. Advanced proficiency in the Microsoft suite. Advanced proficiency in the Google suite. Advanced proficiency in the Adobe suite. Excellent communication and interpersonal skills. Workday experience. Learning Management System experience. Work Environment & Conditions This is a full‑time, 40‑hour/week non‑exempt position. Work is performed on‑campus in a typical office environment with moderate noise. Duties include sitting, standing, and typing; occasional walking or standing required. Physical effort/lifting is sedentary to light (up to 20 pounds). The standard work schedule is Monday through Friday, 8:30am–5:00pm. On rare occasions (e.g., Commencement week) the position may require evening work. In accordance with applicable pay transparency laws effective October29,2025, 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: $18.80–$30.48. This is a benefits‑eligible position. Compensation is based on factors such as experience, education, skills, equity, and external market benchmarks. Simmons is an equal opportunity employer and is committed to creating, developing, promoting, and enhancing inclusive hiring practices for all positions. #J-18808-Ljbffr Simmons University