Administrative Assistant

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 Overview

Provide administrative office support to the Associate Vice President/Chief of Public Safety and the Office of Public Safety.

Essential Duties:

1. Perform basic and intermediate computer functions including managing databases, creating, analyzing, and integrating spreadsheets, creating mail and envelope merges, and the ability to import graphics and other information into a document. Including daily log reporting; system maintenance and serve as back-up person for the ARMS (Records Management System) and PowerDMS (Policy and Procedure Management system.

2. Prepare and maintain records, files, activity logs, and databases some of which may be confidential. Maintain master name file for background checks on students. Handle requests for coverage for campus events through R25 Live. Schedule, coordinate, and organize department meetings and trainings, reserve/schedule meeting rooms, and make arrangements for necessary equipment, seating, etc.

3. Supervise office student workers.

4. Responsible for the accurate maintenance and reconciliation of financial accounts, processing of payments, transmittal reports, bill, and data entry. Create and maintain balance/spread sheets on spending.

5. Produce correspondence and documentation through typing, word processing, formatting, use of charts, graphs and other visuals, collating, photocopying, binding, etc., according to the standards of the department and the College; proofread for content, language and grammar.

6. Responsible for maintaining the monthly and quarterly records management statistics reports for all campus security incidents; maintain fire alarm reports and fire records, and prepare documentation for annual government reporting and maintenance.

7. Assist department budget, forecasting on future expenditures.

8. Serve at the department web site administrator.

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

Marginal Duties:

1. Sort, open, distribute and route individual or departmental incoming mail, and prepare outgoing mail. Organize and maintain calendars, schedules, filing systems and records that may include confidential information.

2. Perform basic and intermediate mathematical functions on adding machines/calculators. Operate and perform basic troubleshooting for fax and copy machines.

3. Perform all other duties as may be required.

Education and Experience Required

• High School education or equivalent.
• 3-5 years of related experience or an equivalent combination of education and experience.
• Advanced knowledge of Excel spreadsheets, word processing, and database systems.
• Excellent organizational and communications skills.
• Ability to maintain confidentiality
• 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 AS488P Closing Date Open Until Filled Special Instructions to Applicants Supplemental Questions

Required fields are indicated with an asterisk (*).

1. How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+

Documents Needed To Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents