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Administrative Coordinator

Providence College
Providence, Rhode Island, United States
Salary Not Specified
Date posted
May 29, 2024

Job Details

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


Provide administrative support to the Music Department and the Theatre, Film, and Dance Department.

This position is a full-time, 10-month position

Essential Duties:
  • Track and monitor the budgets of expenditures, maintain detailed and accurate records for all budget transactions, update spreadsheets and access database regarding expenditures and match entries with budget records kept in the Financial Services office. Process all purchase requisitions, vouchers, and reimbursements; and maintain files containing all documentation for financial transactions. Assist in the preparation of the annual budget request.
  • Manage office operations for the Department of Music. Answer phones, maintain calendars, greet and direct visitors to appropriate areas or persons, ensure all office equipment is functioning and arrange for service when necessary; coordinate requests for office supplies for both music and non-music faculty assigned to teach in the Smith Center; sort, open, distribute, and route incoming mail, and prepare outgoing mail.
  • Schedule all concerts, events, and rehearsals for the Ryan Concert Hall, Rehearsal Hall and other areas as requested through 25Live. Process concert hall requests from College Events and other College departments. Reserve/schedule meeting rooms and make arrangements for equipment, seating, and refreshments. Coordinate special classroom requests and equipment. Organize and prepare faculty meeting materials and take minutes. Assist faculty with course materials, student rosters, and classroom requests. Coordinate music scholarships and award ceremony materials. Coordinate student jury day. Assist faculty with advising materials. Coordinate course ratings administration and prepare student evaluations of applied faculty and ensemble directors.
  • Prepare and execute guest musician contracts for several professional concerts per year. Coordinate tracking contracts and gathering information from guest musicians, including but not limited to per diem, schedule of payment to fulfill contracts, and assisting faculty and professional musicians with administrative tasks, when feasible. Assist with building management, scheduling of Smith Center spaces, security issues, maintenance requests, and other duties as they arise.
  • Coordinate efforts to recruit prospective majors and minors including coordinating the yearly Open House, provide informational packets to prospective major/minors, and coordinate individual visits from prospective students to the department, including providing a student liaison when possible. Assist in the coordination of campus events, including Family, Orientation, and Major/Minor Fair; design/create printed materials for events; and maintain the department website. Organize staffing and promotional materials (e.g., posters, brochures, pamphlets, giveaways) for distribution lists, and create promotions to be distributed throughout the year for admission counselors. (
  • Coordinate the High School Choral Festival and High School Festival Band; create and design advertising post cards, coordinate promotion, registration, fees, waiver forms, and guest adjudicator/conductor payments for both Festivals.
Marginal Duties:
  • Recruit and hire student workers to assist with music office tasks and responsibilities and to assist ensemble directors. Monitor the performance of student workers and authorize and monitor payments.
  • Make regular updates to the department website. Identify and make recommendations to improve website appearance and functionality. Create new subpages as necessary to enhance pages.
  • Coordinate student course registration. Execute early registration for music majors and minors. Coordinate special registration of students, applied music lessons. Fulfil] over­ enrol1ment requests, and work with the Office of Enrollment Services and the Dean’s office to ensure that students do not exceed maximum hours and increase when necessary.
Education and Experience Required
  • High school education or equivalent.
  • Three to five years of related experience or an equivalent combination of education and expenence.
  • Advanced working knowledge of Microsoft applications and database systems required.
  • Excellent organizational and communications skil1s also required.
  • Ability to work independently and under deadline pressure and to prioritize assignments while juggling multiple tasks.
  • Discretion in handling confidential material and personal matters.
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 (10 months)

Salary Grade
18 (Min. $24.33/Mid. $31.63/Max. $38.92)

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.


Providence College offers a comprehensive range of valuable benefits to eligible employees, which are designed to:
  • Promote the health and well-being of you and your family
  • Provide financial security while you are working
  • Build financial resources for retirement
  • Help you balance personal and work responsibilities
  • Provide educational opportunities for you and your family
These benefits include but are not limited to health, dental, 403b retirement plan, flexible benefits plan, tuition benefits, employee assistance plan, college paid basic life insurance and long-term disability insurance, and paid time off. To learn more, please visit our Employee Benefits website by clicking the following link:

Union Status


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

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


Providence College

Providence College, a primarily undergraduate, liberal arts, Catholic institution of higher education in Rhode Island conducted under the auspices of the Dominican Friars, seeks candidates who can affirm and contribute to its mission. The College is committed to creating a diverse, inclusive environment that supports all of its students, faculty, and staff. All members of the community share a responsibility for creating, maintaining, and developing a learning experience valuing differences and practicing inclusion. We invite applications from qualified individuals who possess the experience, knowledge, and commitment to work within a diverse learning environment. Women and minority candidates are strongly encouraged to apply. Providence College is an equal opportunity employer.

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