Administrative Assistant/SCE

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/SCE Overview
Provide administrative support to the office of the School of Continuing Education. Essential Duties:

1. Enter student registrations—both credit and non-credit— into Banner; provide student support for registration; provide student enrollment data and other reports for degree and non-degree programs; resolve registration problems, such as non-payments; monitor courses over-enrollment. This includes working with other offices—Records, Bursar, DOUGS—to both process individual registration and to refine/clarify processes. Will support the management of student records and correspondence through BDM and mail merges. Anticipate potential issues and solve problems as needed with guidance where necessary.
   
   
2. Serve as front-line reception for inquiries to office- including phone, email, Live Chat and walk-in visitors. Will include some social media messaging. Will provide office support including making appointments, reserving rooms, creating online events, ordering supplies, etc.
   
   
3. Support the graduation process for SCE : Coordinate student audits; verify academic program completion; and enter data and graduation audits for students completing academic program requirements. Organize and enter lists of candidates and diploma information for each graduate in database; compile potential graduation lists and contact potential graduates; handle correspondence from date of intention through degree completion; and handle recordkeeping for graduation process. Responsible for communicating graduation information to other offices, including College Events, the Registrar, the Bursar, etc. Prepare certificates of completion for certificate programs.
   
   
4. Monitor files and record each term for matriculated students; prepare reports on registered, non-registered, and inactive students; and assist with communication and outreach to different student groups.

Marginal Duties:

1. Makes arrangements for special events such as information sessions, student orientation sessions, receptions, etc. Coordinate internal and external attendee calendars, reserve/schedule meeting rooms and make arrangements for equipment, seating, and refreshments, when necessary.
2. Manage student worker staff. Hire, train and manage staff of 3-4 student workers.
3. Support and edit school website.
4. Order all office and course supplies, including stationery and business cards. Operate and perform basic troubleshooting for copy machines and other basic office tools.
5. Perform all other duties as may be required

Education and Experience Required

• High school education or equivalent. (Some college preferred.)
• Minimum of 3 years of related experience or an equivalent combination of education and experience.
• Excellent customer service and communication skills, including oral, written and electronic forms of communication.
• Strong technology skills including proficiency in Word and Excel (intermediate level) and familiarity with Internet research.
• 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
• Demonstrated ability to function as part of a team and to work effectively with staff, faculty, students, administrators, the business community, and other groups.
• Attention to accuracy and details.
• Ability to maintain confidential and sensitive records.
• Ability to appropriately represent the College to the public
• Ability to work independently and under deadline pressure and to prioritize assignments while juggling multiple tasks.

Physical Demands Employee Status Full Time Union Status Non-Union Shift: 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 AS502P Closing Date Open Until Filled Special Instructions to Applicants Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * This position requires some evening hours, typically one evening per week. Is this requirement manageable for you?
   • Yes
   • No

Documents Needed To Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents