Administrative Coordinator, Mathematics & Computer Science

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, Mathematics & Computer Science

Overview

Perform, coordinate, and oversee administrative functions for the Department of Mathematics and Computer Science.

Essential Duties:

• Compose, design, and produce reports and correspondence, research data and information on the internet, and internally. Perform intermediate and advanced computer tasks including managing databases, create mailing lists and distribute information. Generate reports on current and historical enrollment that are necessary to coordinate offerings and teaching assignments in two disciplines: mathematics and computer science. Coordinate with the Assistant Chair in assigning advisors to incoming and newly declared majors in mathematics and computer science. Coordinate with Director of MAT program on administrative tasks related to external grants. Order office supplies, liaise with publishers on procurement of desk copies, make photocopies and other general administrative tasks.
• Prepare and maintain records, files and databases relating to students and alumni. Coordinate and conduct annual alumni survey. Monitor budgets and conduct auditing and other financial activities that require high degree of proficiency with mathematics, an eye for detail, and knowledge of 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.
• Assist with fall and spring registration, oversee preregistration, and manage and respond to requests for overenrolling. Manage waitlists, coordinate with department Chair, external departments, and the Registrar’s Office on optimizing additional series of in-demand classes that satisfy requirements in majors other than mathematics and computer science.
• Serve as a resource for Chair of department and faculty on a range of issues, including, but not limited to navigating CyberFriar and Canvas. Keep current records of the times and location of the office hours of individual faculty members. Inform students of their advisor. Collect and maintain syllabi for all courses taught by members of the department. Maintain familiarity with all significant features of course learning/course management and registration and enrollment systems. Assist department members with preparation of dossiers for Third Year Reviews, tenure, and promotion.
• Coordinate all arrangements relating to location, set-up, food and refreshments for department functions. Ensure that each speaker is paid their honorarium and that their expenses are reimbursed. Communicate the needs of the department and of individual department members to the Office of Physical Plant in timely manager and ensure follow—up.
• Keep all literature up-to-date and materials for incoming and prospective students relating to requirements for two majors and three minors. Ensure adequate supplies for all promotional and informational brochures for Admission-related events. Assist with annual placement test and registration for incoming first year students across a range of majors. Identify and make recommendations for additional or modified departmental systems.

Marginal Duties:

1. Perform all other duties as may be required.

Education and Experience Required

• Associate’s degree in a related field from an accredited institution.
• Three to five years progressive experience in an office environment or an equivalent combination of education and experience.
• Advanced working knowledge of word processing and database systems required.
• Ability to work independently and under deadline pressure and to prioritize arraignments while juggling multiple tasks.
• Excellent numeracy skills.
• Excellent interpersonal skills
• The ability to work to a deadline.
• Excellent database and word processing skills.
• Experience with web-editing, Adobe Acrobat, and Microsoft PowerPoint.

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
Academic Year (9 months)

Salary Grade
17 (Min. $37,019/Mid. $48,125/Max. $59,231)

Salary Information

Employees are normally hired between the minimum and the midpoint of a position’s grade range to which a position has been assigned, depending on experience and qualifications.

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 thepart 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
AS856P

Closing Date

Open Until Filled
Yes

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

1. Transcripts
2. Letter of Recommendation
3. Writing Sample