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
Provide administrative support to the Chair and the department
faculty as well as the Director of Graduate Theology.
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
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
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
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
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
- Assist the Chair and Graduate Director in fostering a positive
workplace culture through frequent, friendly engagement and
responsive communications with faculty, students and visitors.
- 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
- 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
- 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
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
- Sitting in a normal seated position for extended periods of
- 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
- Communication skills using the spoken word
- Ability to see within normal parameters
- Ability to hear within normal range
- Ability to move about
If other, please enter regular schedule.
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
Open Until Filled
Special Instructions to Applicants
Required fields are indicated with an asterisk (*).
Documents Needed To Apply
- Cover Letter