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Administrative Coordinator

Providence College
Rhode Island, United States
Salary Not Specified
Posted Date
Jul 19, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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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 Information

Position Title Administrative Coordinator Overview
Provide administrative and operational support to employees and contracted staff in the Personal Counseling Center. Assist in the initial triage and scheduling of clinical appointments for students, including providing initial triage to prioritize students who are in need of immediate clinical assistance. Maintain a calm and welcoming atmosphere while managing a clinical office that is highly utilized by the student body to ensure smooth and efficient office operations. Essential Duties:
1. Answer phones, make appointments, greet and direct visitors to appropriate areas or persons; sort, open, distribute and route individual or departmental incoming mail and prepare outgoing mail.
2. Serve as initial triage staff for phone calls and walk-ins (students, staff, faculty, and parents) to determine if need is urgent/emergent and need immediate attention by clinical staff or can wait for non-urgent, scheduled consultation. Maintain a calm front of the house environment for students in the reception area while balancing potential emergency situations while routine operations occur simultaneously.
3. Distribute and manage intake electronic intake paperwork in EMR web component portal. Ensure that student information is updated yearly and new student forms are completed appropriately.
4. Manage the center’s Electronic Health Record system, which includes confidential mental health client records, scheduling, and reporting functions. Manage expunging electronic files when records are due for shredding with Director’s oversight. Maintain security of highly sensitive data. Orient and train new staff in the uses of EHR .
5. Prepare and maintain records, files and databases some of which may be confidential. Monitor budgets and other financial activities that may require proficiency with math and bookkeeping through trial balance; may be responsible for the accuracy, maintenance and reconciliation of financial accounts, processing of payments, transmittal reports, billing and data entry to accounts payable system.
6. Coordinate internal and external attendee calendars, assist contracted psychiatrist with scheduling of students, reserve/schedule meeting rooms and make arrangements for equipment, seating, and refreshments, when necessary.
7. Occasionally compose, design, and produce correspondence and reports, research data and information on the Internet; perform intermediate and advance computer functions including managing data bases, creating, analyzing, integrating 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. Design and produce reports, and research data and information on the Internet.
8. May identify and make recommendations for additional or modified departmental systems; with approval, design and implement new or modified systems; and with supervision, organize and coordinate special projects including presentations, educational programs and special events.
9. Train and supervise grad assistant to assist students and others with scheduling, screening, and directing urgent calls, walk-ins, confidentiality, etc. Train GA on EHR scheduling. Marginal Duties:
  • May serve as internal resource on departmental administrative questions.
  • Perform all other duties as may be required.
Education and Experience Required
  • Associate’s Degree from an accredited institution required.
  • Three to five years’ of related experience or an equivalent combination of education and experience.
  • Advanced working knowledge of word processing and database systems required.
  • Excellent organizational and communications skills also require.
  • Ability to work independently and under deadline pressure and to prioritize assignments while juggling multiple tasks.
  • Ability to stay calm and effective in an emotionally intense environment.
  • Sensitive to diverse students and the ability to maintain rigorous confidentiality standards.
  • Experience in a behavioral health care environment preferred
Physical Demands
  • 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
Employee Status 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.

Posting Detail Information

Requisition Number AS666P Closing Date Open Until Filled Special Instructions to Applicants Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * We require all employees to be vaccinated. Are you vaccinated or have a *valid medical or religious exemption from receiving a COVID-19 vaccine? Applicants requesting an exemption, must complete a Providence College request form. Exemptions are not guaranteed approval. Completion of exemption/vaccination process must be finalized prior to start date.
    • Yes
    • No
    • Will request exemption
Documents Needed To Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

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