Senior Advancement Operations Specialist

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 related to the Vice President's work and Advancement initiatives. Implement onboarding and off-boarding activities for Advancement staff. OTHER DUTIES AND RESPONSIBILITIES Perform other duties as assigned. 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. This position requires mobility and environmental awareness which can include extensive standing and walking and a moderate degree of carrying and lifting. 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 This is benefits eligible position. 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. 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.