Senior Advancement Operations Specialist

Benefits

Additional Information

ABOUT SIMMONS Located in Boston's historic Fenway area, Simmons University has a strong tradition of empowering women and challenging traditional gender roles. Simmons was founded for equality 125 years ago as one of the first higher education institutions dedicated to helping women become leaders. Today, our university continues to grow and evolve and now offers Boston's only women's undergraduate program and graduate programs open to all. You're joining our community at an especially exciting time as we continue to innovate for the future. Simmons recently launched a six-school academic structure that leverages our expert faculty and longstanding expertise in professions that make our communities stronger. In addition, we continue to highlight our high-value education proposition that is delivering greater ROI to students and putting them on the fast track to career growth and success. You'll find that people who work here truly believe in our mission of preparing students to become social justice-oriented leaders who excel in their professions and their communities. This commitment and pride make for a dynamic workplace. As a university that values 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. 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, Supporting departmental operations and project management. This position reports directly to the Vice President of Advancement. ESSENTIAL JOB FUNCTIONS Reasonable accommodations may be made to enable individuals with disabilities to perform these essential 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 needed and identified by the Vice President. Ensure the confidentiality of sensitive information r