Administrative Coordinator of Operations

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 of Operations

Overview

The coordinator works closely with the Executive Director of Operations in the planning and execution of operational and business processes, office management, financial administration, student worker supervision, as well as holding various administrative and support responsibilities.

Essential Duties:

1. Provide operational and administrative support to the Executive Director of Operations and oversee general office operations through management of the front desk and reception area of the office. Assist the Director in planning and carrying out activities related to the efficient operation of the office. Maintain front office manual, updating all forms, documents, etc. Develop and manage office systems, including digital and paper filing. Develop, create, and/or run reports through Affinaquest CRM database as needed. Collaborate with Director on evaluation of staff hardware and software requests, as needed. Place/track orders on computer hardware in consultation with lnfonnation Technology and Director. Manage and maintain inventory of all technology equipment. Coordinate services and work orders with Information technology and Physical Plant.
2. Coordinate with Purchasing and Accounts Payable on purchase orders, expense reports, invoices, credit card reports, etc. Ensure all credit card reports are submitted within an appropriate timeframe. Process accounts payable invoices accurately and within appropriate timeframes. Design, develop, and/or maintain appropriate financial management/reporting systems. Develop and maintain spreadsheets and other materials to support management and oversight of expenses, vendors, budgets, and other needs as appropriate. Maintain vendor and financial file management and database management systems, expense tracking, and report generation.
3. Assist with the coordination of onboarding of new employees and offboarding of departing employees. Maintain, update, and enhance onboarding manual and department’s internal online portal. Coordinate with Director to develop infonnation that provides clear policies about division’s policies and procedures. Use formal orientation processes to ensure on/offboarding programs are consistently executed. Develop and maintain written onboarding plans. Ensure that the program is monitored over time.
4. Hire, train, supervise, student workers for office. Plan and coordinate daily assignments. Prioritize projects and coordinate assignments of work with other support staff for student workers.

Marginal Duties:

1. Serve as the primary back-up to the Senior Executive Assistant for the Senior Vice President of Institutional Advancement.
2. 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 of administrative support or an equivalent combination of education and experience.
• Collaborative team player who interacts successfully and professionally with colleagues and external constituents.
• Excellent time and project management skills, ability to consistently meet deadlines with meticulous attention to detail.
• Ability to manage multiple priorities simultaneously and independently and execute decisions with discretion.
• Manage confidentiality of extremely sensitive business and personal information. Strong ability to work independently, problem-solve, think strategicaJly and be proactive.
• Attention to detail and organi2.ational skills to coordinate a larger number of administrative tasks with minimal supervision.
• Excellent verbal/written communication and interpersonal skills.
• Demonstrated proficiency with Microsoft Office Suite (Teams, Excel, Word, etc.) with an emphasis on Excel skills. Knowledge and literacy in support programs such as Adobe Suite, Vizio, Canva, etc.
• Experience with CRM software including Affinaquest/Salesforce and Banner (Preferred).

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

Salary Grade
18 (Min. $42,572/Mid. $55,344/Max. $68,116)

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 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
AS871P

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

1. Letter of Recommendation