Administrative Assistant II

Main Campus - Boston, MA
R03982

Job Summary
The Administrative Assistant II is a key member of the Registrar's Office. She/he will perform a variety of administrative functions in support of the customer service of the Office of the Registrar. Responsibilities require a thorough knowledge of department services and purpose.

The ideal candidate will: maintain a strong customer focus, foster mutual respect, support Simmons College's commitment to diversity, practice and promote teamwork, perform independently, maintain confidentiality, adhere to high standards of personal conduct and maintain and enhance professional/job competency.

Essential Functions

Administrative Support and Customer Service

• Reporting to the Registrar, the Administrative Assistant II is the first point of contact for students needing registration and credentialing information: serving as liaison for Simmons with respect to student academic records, providing enrollment confirmations, and degree certifications in accordance with FERPA guidelines.
• Point-person for front office triage.
• Assists both on- and off-campus constituents with initial inquiries in person, on the phone, and via email. Actively listen to, interpret, and analyze requests and use sound judgement to determine efficient and appropriate solutions. A strong working knowledge of the Registrar's Office, overall college policy, and college organizational structure is critical to complete transactions or refer out as necessary.
• Coordinates all aspects of student employment: hiring, training, scheduling, and supervising. Approves student hours in Workday.
• Provides flexible, responsive and high quality customer service to the entire College community and continuously assesses processes and procedures to revise accordingly.

• Provide general administrative support, including, not limited to, processing invoices, collecting and distributing mail, and ordering supplies and equipment.
• Create weekly agenda for the Administrative Board. Notify students and advisors of results and sanctions. Code student records in database accordingly.
• Oversee the registration process for all incoming undergraduate students each fall. Coordinate with the Office of Advising on registration acquisition and on all changes.
• Code all credit and course waivers for Advance Placement scores.
• Provide administrative support for the Office.
• Responsible for monitoring three office email accounts.
• Perform special projects or other related duties as assigned.

Communication

• Plan and coordinate Registrar Office events. This includes event set up and staffing.
• Greet students, faculty and staff. Answer departmental phones. Respond to student inquiries and direct and refer students to appropriate academic support areas.
• Maintain and update Registrar Facebook and Twitter presence and other social media outlets as appropriate.
• Other duties as assigned.

Qualifications:
Education

• Bachelor's Degree or equivalent work experience required.

Required Technical Skills

• Advanced proficiency with MS Office (Word, Excel and PowerPoint) and Adobe Suites;
• Experience with Workday and Moodle (learning management system) preferred.

Knowledge, Skills & Abilities

• Bachelor's Degree required or equivalent experience. Minimum two years related work experience, preferably in higher education
• Self-starter with the ability to exercise initiative, independence, and maturity and function with limited supervisory intervention
• Attentiveness to detail and ability to work independently
• Strong organizational skills, and the ability to prioritize multiple requests and handle them in an efficient and timely manner
• Strong analytical and problem-solving skills, excellent communication and interpersonal skills, and commitment to customer service and teamwork
• Ability to generate clear, concise, and grammatically correct business correspondence and other documents
• Ability to thoroughly understand and abide by federal and university guidelines regarding student record confidentiality requirements
• Proficiency in the use of computers; knowledge of word processing, spreadsheet, and database applications; and ability to search and obtain information from the internet

Desired Competencies

• Communication
• Time Management
• Collaboration
• Personal Effectiveness/Credibility
• Flexibility/Adaptability

Instructions to Applicants: Please submit a resume and cover letter in the Resume/CV field on the 'My Experience' section of the application.


As a College committed to diversity, Simmons encourages applications broadly. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body and curriculum.


To apply, visit https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Administrative-Assistant-II_R03982

Located in Bostons historic Fenway area, Simmons College is a small, private, non-sectarian College which has educated students for enriching careers and purposeful lives since 1899. Working at Simmons means joining a collaborative, diverse and mission-driven community of educators and professionals.

We prepare students to be leaders for themselves, their communities and the world. Our faculty and staff members lead by example - sharing a commitment to excellence and putting the students first.