Administrative Coordinator

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our mission.

Providence College is also an equal opportunity employer and is committed to fostering a Beloved Community— an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College’s Non-Discrimination policy can be found Notice of Non-Discrimination (PDF document) (Download PDF reader)

Overview

Duties and Responsibilities

• Compose and oversee the creation and organization of the content of office policies, procedures, supervisory guide, publications, mailings, and the newsletter. Manage, maintain, and update the department website and other communication tools. Create, edit, and design departmental brochures, posters, newsletters as well as all social media platforms. Collaborate with Marketing and Communications as needed to identify ways to communicate pertinent messages to all campus constituents on various platforms (web-based, social media, live chat, flyers, online, and print). (30%)
• Serve as a liaison between and among departments, students, the College, and the community. Greet and assist office visitors and telephone callers, respond to questions, and provide information as required. Manage the scheduling of meetings and meeting materials. Manage the listing of department events on both the master calendar and the department web site. Maintain and update the departmental web page, including changes in layout and content. Facilitate revision of department catalog pages. (30%)
• Arrange interviews, appointments, schedules, and conferences. Make travel arrangements and itineraries related to functions of the assigned office. Arrange committee and other meetings. Coordinate the preparation of workshops. Maintain faculty promotion and tenure spreadsheet, faculty rosters, and faculty committee assignments. Facilitate and track faculty submissions of documents such as syllabi and final exams. Facilitate faculty orientation and compliance with institutional policies and procedures. (10%)
• Maintain records of student internships (FRN/ITA/SPN 450) and archive submitted academic reports. Create and maintain spreadsheets and/or databases for area projects as needed. Prepare reports and final documents. Compile data for annual department report and for major/minor enrollment trends. Assist faculty and chair in pre-registration and review enrollments every semester to make sure students are following the correct sequence. Oversee the establishment and maintenance of filing systems. Check reports, records, and other material for accuracy and completeness. Learn and utilize current campus software to meet the needs of the office. (15%)
• Monitor special projects and programs. Maintain deadlines on control files and expedite their completion. Coordinate assignments and activities. Coordinate event planning for large scale, visible events, specifically conferences of up to 500 people. Coordinate the department workflow and the work of student employees in the office. Order supplies and set up office space for new faculty and staff hires. Process expense and travel reports. Process departmental budget. Assist in the faculty hiring process, including managing applications, scheduling interviews, and communicating with applicants. (15%)

Education and Experience

• Associate’s degree from an accredited institution.
• Three to five years of related experience, in a multi-cultural, academic, or other professional department, or an equivalent combination of education and experience.
• Customer service-oriented with proficiency with social media and web editing. MS Office, especially Word, Excel, Outlook, Access, Publisher, PowerPoint, and Sharepoint (web data dashboard and web data dashboard visualization). Strong skillset with InDesign and Photoshop/Adobe Office Suite. Word Press experience preferred.
• Ability to train, learn, communicate, and apply new systems and processes. Ability to learn new software programs to create graphic designs for department publications.
• Advanced verbal and written communications skills.
• Oral and written proficiency in another language, preferably Spanish.
• Excellent attention to detail, time management, project management skills, and the ability to multi-task in a fast-paced environment.
• Professional self-starter, pro-active with excellent follow-through skills, highly organized, detail-oriented, flexible, and attentive to deadlines and priorities.
• Clear, professional communicator with experience across many digital platforms.

Supplemental Information

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

NOTICE OF E-VERIFY PARTICIPATION

Providence College participates in E-Verify to confirm the identity and employment authorization of individuals hired to work in the United States. Before submitting this application, please review the following documents:

• E-Verify Notice of Participation
• Right to Work

By continuing with this application, you acknowledge that you have been informed of our participation in E-Verify and have had the opportunity to review these notices.