Program Specialist, School of Management (SOM)

About Simmons

Located in Boston's historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles. Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women's undergraduate program and graduate programs open to all.

You're joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England. You'll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities. This commitment and pride make for a dynamic workplace. 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.

JOB SUMMARY

Reporting to the Dean of the School of Management (SOM), the Program Specialist assists in the operations and implementation of Simmons University's courses and degrees in the SOM. The main programs are undergraduate degrees across five majors on-ground and online, and the near-term launch of graduate programs. The major focus of this role will be to support internal and external partners (faculty, administration, staff, project managers) in timely completion of workstream goals through operational, administrative and program support. This role will prioritize communication strategy for all stakeholders to be informed for project milestones; will support operational continuity of programs pre and post launch, and will have a key role in program data management for enrollment needs and updates. In addition, the Program Specialist will support with implementing solutions that meet programmatic and operational needs (e.g., updating tools, training, and checklist for key stakeholders in the core team); supports day to day operations; and assists with other duties as assigned.

ESSENTIAL JOB FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Program Management:
Develop project planning documents and materials as needed
Support SOM initiatives with high attention to detail in coordinating project milestones through completion for smooth operational and logistical support
Work with the Dean and faculty to ensure goals and academic initiatives have updates on resources available/unavailable for support with attention to timely support and information
Identify and communicate project risks and issues as they arise and elevate needs to appropriate internal and external constituents, serving as a key member of these problem-solving initiatives

Reporting and Communications:
Manage data integrity for tracking and reporting on current students
Manage the Dean's calendar
Develop course section projections and monitor enrollments to maximize course section utilization each term
Oversee the data collection for, and submission of, external accrediting bodies
Communicate with the Office of the Registrar for updated program lists and provide status updates on course changes and course development
Oversee annual updates to various program handbooks in consultation with the Dean, Program Directors, and faculty
Serve as an engaged team member for communication to support faculty and staff by cultivating communications that are timely and effective, both electronically and physical mail

Operations Support:
Collaborate with the Dean, Office of the Registrar, and Admission to track current students, leaves of absence, and project new students
Attend all relevant meetings, participate in committee work, maintain records, record meeting minutes and manage database systems as required
Organize key meeting attendance and updates for those not on the call as needed
Onboard full-time and part-time faculty to policies and procedures
Develop surveys of graduates, current students, and stakeholders in the field and analyze the results
Maintain and process all professional development requests and invoices/bookings/item requests and processing for budget while staying within Workday parameters through monthly reconciling of budget and timely and accurate budget reporting as needed
Work on discrete projects, providing project management, documentation, and support and other duties as assigned

OTHER DUTIES AND RESPONSIBILITIES
Other duties as assigned

REQUIRED QUALIFICATIONS
A Bachelor's degree or equivalent work experience required
Proficiency with MS Office (Word, Excel, and PowerPoint), and familiarity with online virtual platforms (Google Meet, Zoom, etc.).
Proven experience working with Google Drive
Demonstrated organizational management skills
Minimum three years of professional experience required

PREFERRED QUALIFICATIONS
Academic administrative/coordinator, operations or programming experience preferred
Prior experience in higher education a plus

COMPETENCIES
Excellent verbal and written communication skills, including editing and proofreading
Exceptional planning and organizational skills
Ability to take initiative and ownership of projects
Demonstrated ability to handle sensitive issues and maintain confidentiality
Ability to work well with culturally diverse populations within an organization
Proven ability to perform duties with a high level of professionalism, flexibility discretion, judgment, diplomacy and tact
Ability to multi-task, adapt to changing priorities, and meet deadlines

WORK ENVIRONMENT & CONDITIONS/PHYSICAL DEMANDS
Full-time (40-hours/week) position
Eligible for a hybrid in-office/remote work schedule.
Typical office setting.
Prolonged periods of sitting or standing at a desk and working on a computer.
Frequent fine manipulation required to operate a computer keyboard, grasp papers, write and take notes, and operate office machinery.
Occasionally required to lift up to 15 pounds.

Required Application Materials:
Resume
Cover Letter

Salary Grade
S06

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.
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