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Administrative Coordinator

Providence College
Rhode Island, United States
Salary Not Specified
Posted Date
Aug 9, 2022

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Position Type
Faculty Positions, Health & Medicine, Other Health & Medicine, Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Health Services
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
Oversee the core administrative functions of the offices for the Department of Health Sciences. The Department of Health Sciences has two majors, Health Sciences, and Health Policy and Management.

Duties included training and supervising work study students, graduate assistants, maintaining and updating department web sites, assisting with the preparation and submission of annual schedules and budgets, assisting with field placement sites, maintaining confidential student records, and supporting the departments’ pre-registration process, and overseeing major declarations.

Essential Duties:
1. Provide administrative support for the Department of Health Sciences, including the day-to-day management of the office and support for chair and faculty. Serve as an internal resource on departmental administrative questions and as a keeper of “institutional memory” for policies, procedures, and practices.

2. Manage information and communications on behalf of Health Sciences. Collaborate with department chair to ensure that information is communicated effectively through a range of media. Develop and manage web-based and print information (e.g., newsletters, websites, social media sites) for the department each semester using desktop publishing software; maintain and update the websites for each department on an ongoing basis; post current syllabi and faculty contact information to Sakai/Canvas; assist faculty with book orders and securing desk copies; coordinate classroom needs/requests for faculty and student organizations. Work with faculty to provide accommodations for students working with OAS .

3. Oversee the hiring, training, and supervision of student workers, as well as the core office functions, and workflow for faculty and student clubs.

4. Coordinate annual conference for Health Sciences and annual “welcome back” socials for both majors and “study break” events. Book space, coordinate catering with Sodexo, develop and main invitations to key stakeholders, and manage registration for conferences.

5. Support the Health Sciences department faculty in managing students’ field experience/engaged learning experiences, supervisors, and worksites.

6. Participate and support faculty in the registration and advising of students in undergraduate majors.

7. Coordinate transportation and events on behalf of undergraduate students. Communicate and coordinate with other offices to ensure the safe transport of students to off-campus sites.

8. Assist department chair with development and implementation of budget procedures, policies, and reimbursements. Process and maintain records on all other budgetary reimbursements, invoices, receipts, and related materials. Process and support applications, reimbursements, and transfers related to faculty or student grant applications and disbursements as needed. Marginal Duties:
1. Perform all other duties as may be required. Education and Experience Required
  • High school diploma required. Associate’s Degree from an accredited institution preferred.
  • Three to five years’ of experience in an office environment or an equivalent combination of education and experience.
  • Strong familiarity with Microsoft Office suite (Word, Excel, and PowerPoint).
  • Prior experience with web editing applications.
  • Excellent time management skills.
  • Strong interpersonal skills.
  • Strong oral and written communications skills.
  • Creativity in solving problems.
  • Demonstrated ability or experience working with diverse populations.
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 ethnicorigin, 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 thepart of its employees to comply with the program. The College will request and expect its agents andthose with whom it conducts its affairs to meet the commitment of this important program.

Posting Detail Information

Requisition Number AS676P Closing Date Open Until Filled Yes 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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