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Administrative Coordinator

Providence College
Rhode Island, United States
Salary Not Specified
Posted Date
Aug 8, 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 support to the Chair and the department faculty as well as the Director of Graduate Theology. Essential Duties:
1. Collect and respond to pre-registration requests each semester and oversee pre-registration. Maintain records of graduate theses. Oversee the admission process of graduate students to the program and explain admission and program requirements to prospective students. Process registrations, course scheduling, and organize thesis meetings and defenses for the graduate program. Assist in the coordination of summer graduate classes, including oversight of travel and on-campus housing of students when necessary, orientation information, and problem solving. Prepare promotional materials and organize mailings for recruiting and graduate fairs. Assist in marketing and advertising initiatives for both the undergraduate and graduate programs. Design and produce course brochures and flyers.

2. Maintain records for all graduate and undergraduate students as well as department files of undergraduate majors/minors, including up-to-date transcripts and updated lists. Inform students of their advisors. Maintain up-to-date lists of all active courses, including which courses meet core attributes and/or meet major/minor requirements. Collect faculty syllabi and office hours to be available for students. In collaboration with the Chair or Assistant Chair, send regular surveys to alumni and maintain records of survey results. Generate reports and statistics on courses, enrollments, and students, as needed.

3. In conjunction with the Department Chair, coordinate the planning and execution of several special events as requested (room reservations, food order, etc.). Coordinate all recurring programming and sponsored events under the auspices of the Graduate Program.

4. Order supplies, assist with photocopying, pay invoices, and handle the ordering of all special items. Order desk copies as requested, generate and send requested emails and letters. Prepare vouchers for faculty reimbursements of expenses, handle budget transfers, and gather materials and statistics needed to prepare the proposed budget. Assist with library book purchase requests and review approved department minutes to extract resolutions, new policies, course information, and other items as needed.

5. Create and maintain web content including social media updates for events, opportunities, new faculty publications, updating media when necessary, updating alumni stories, conference announcements, course descriptions, major/minor requirements, etc.

6. Assist in the coordination of events sponsored by the committee on Jewish-Catholic Theological Exchange, including room reservations for events, travel, hotel arrangements, organize reception dinners, etc. Working with Academic Media Services for all technical needs. Manage the budget, process stipends, and work with Accounts Payable for voucher submission.

7. Assist with technical details of the preparation of dossiers for tenure and promotion, including maintaining up-to-date instructions for, and examples of, the various components of tenure and promotion dossiers.

8. Manage the office, including the hiring, training, supervision, coordination of office schedules, and the delegation of tasks to student workers and graduate assistants, as well as monitoring their hours and approving timesheets. Assist in the hiring of graduate assistants.

9. Prepare orientation materials for incoming freshmen, assemble department literature for all non-Admissions-related events, and under the guidance of the Chair and Assistant Chair, develop and update promotional/informational brochures, and organize promotional mailings.
Assist faculty search committees as requested with file management, communication with candidates, arrangement of meetings, and interviews with candidates in cooperation with Academic Affairs. Make hotel reservations and provide other organizational support. Marginal Duties:
  1. Assist the Chair and Graduate Director in fostering a positive workplace culture through frequent, friendly engagement and responsive communications with faculty, students and visitors.
  2. Perform all other duties as assigned.
Education and Experience Required
  • Associate’s Degree from an accredited institution required
  • Three to five year’s experience in an administrative role or an equivalent combination of education and experience
  • Ability to work well under pressure of a deadline and to multi-task
  • Excellent organizational skills, including ability to generate efficient strategies for time- and task-management
  • Strong office management skills
  • Strong computer skills, including Microsoft Office and Excel
  • Good oral and written communication skills
  • Ability to perform duties in a friendly and professional manner, as position in in-person and is often first contact for students and visitors
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • 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 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.

Posting Detail Information

Requisition Number AS689P 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

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