Administrative Assistant, Military Science

Founded in 1917, Providence College (PC) is a premier Catholic liberal arts institution steadfastly committed to academic excellence through a dynamic core curriculum, a distinctive Development of Western Civilization Program, and abundant experiential learning opportunities. The only U.S. higher education institution administered by the Dominican Friars, PC is committed to providing a variety of opportunities for intellectual, social, moral, and spiritual growth in a supportive environment. Providence College believes that cultural and intellectual pluralism is essential to the excellence of its academic programs, and strives to foster an academic culture and campus community reflecting the global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s capital city and is close to the many cultural and educational offerings of Rhode Island’s “renaissance city.” Additionally, Providence is located an hour from Boston and just a few hours from New York City.

For years, Providence College has been recognized in the U.S. News & World Report “Regional Universities – North Category” and has been commended by several other ranking publications.

Posting Details

Position Title Administrative Assistant, Military Science Overview

Provide administrative support to the Battalion Executive Officer/Department Chair, Recruiting and Operations Officer, Logistics Technician, Administrative Sergeant and Military Cadet Technician.

Essential Duties:

1. Responsible for planning and resourcing for four major events annually attended by dignitaries, College personnel and students, including sending invitations, creating programs, securing reservations and ticket sales for various venues. Coordinate hail and farewells, luncheons, dinners, VIP visits and cadet run activities. Manage departmental budget including processing vouchers, recordkeeping, and updating the department chair on upcoming expenses for the fiscal year. Keep records and balance the checkbook for cadet and alumni funds.

2. Serve as liaison for seven colleges in coordinating course enrollment, grading, and transcript processing. Manage the College work-study students including hiring, supervising, creating job postings, and monitoring their workload. Comprise mass emails and maintain phone and Facebook contact for over 500 ROTC alumni and send care packages to deployed alumni.

3. Coordinate new personnel including active army, Department of the Army Civilians, contractors, and Rhode Island National Guard. Prepare CART packets for department chair and assistant professors for the department. Reserve and plan meetings for major events using PowerPoint presentations.

4. Coordinate internal and external attendees’ calendars; reserve/schedule meeting rooms and make arrangements for equipment, seating, and refreshments.

5. Perform intermediate and advanced computer functions including managing databases, creating, analyzing, and integrating spreadsheets and importing linked spreadsheets, creating mail, envelope, and table merges, creating and editing captions, adding graphics, editing images, footnotes, endnotes, indices, tables of content, creating master documents and reports using information from several sources. Designs and produces reports, and researches data and information on the Internet. Manages program Facebook and webpage accounts.

6. May serve as internal resource on departmental administrative questions. May identify and make recommendations for additional or modified departmental systems. With consultation and approval, may design and implement new or modified systems

Marginal Duties:

1. Answer phones, greet and direct visitors to appropriate areas or persons.

2. Sort, open, distribute and route individual and departmental incoming mail and prepare outgoing mail.

3. Perform all other duties as may be required.

Education and Experience Required

• High School education or equivalent.
• Three to five years’ of related experience or an equivalent combination of technical school education and experience.
• Working knowledge of word processing and database systems required.
• Excellent organizational and communications skills also required.
• Ability to work under deadline pressure and to prioritize assignments while juggling multiple tasks.

Physical Demands Employee Status Full Time Union Status Non-Union Shift: First If other, please enter regular schedule. EEO Statement

Providence College does not discriminate against any person because of race, color, national and ethnic
origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation,
gender identity, religion, disability, age, veteran status, or genetic information. The College will develop,
and from time to time update, an affirmative action program and will insist on a good-faith effort on the
part of its employees to comply with the program. The College will request and expect its agents and
those with whom it conducts its affairs to meet the commitment of this important program.


Requisition Number AS452P Closing Date Open Until Filled Special Instructions to Applicants Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation