Senior Office Assistant, Institutional Advancement

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 Title Senior Office Assistant, Institutional Advancement Overview
Provide secretarial and administrative office support to the Director of Operations and serve as front office receptionist. Essential Duties:
1. Answer phones, greet and direct visitors to appropriate areas or persons. Represent the office in face-to-face, phone, and email interactions with alumni, students, families, faculty, staff, and vendors. Maintain front office reception area. Sort, open and distribute individual or department incoming mail and prepare outgoing mail. Compose and produce correspondence.
2. Process all purchase orders, invoices and expenses, as well as reconcile expenses, for the office of Institutional Advancement. Maintain financial files and records for the department.
3. Organize and coordinate office operations and procedures in order to ensure organizational effectiveness and efficiency. Coordinate work orders with Physical Plant, Information Technology, and other campus partners. Coordinate inventory and supply management for the office.
4. Coordinate day-to-day activities for student workers. Arrange training, monitor performance, and assign tasks. Coordinate workflow with other staff leads in the office.
5. Coordinate internal and external calendars; reserve/schedule meeting rooms and meetings and make arrangements for equipment, seating, and refreshments, when necessary. Prepare and maintain records, files, and databases, some of which may be confidential.
6. Perform intermediate and advanced computer functions including managing databases, creating, analyzing, and integrating and importing linked spreadsheets, creating mail, envelope and table merges, creating and editing captions, adding graphics, editing images, footnotes, endnotes, indices, tables of content, creating master documents and reports using information from several sources.
Marginal Duties:
1. May, with supervision, organize and coordinate special projects including presentations, education programs and special events.
2. Perform all others duties as may be required. Education and Experience Required

• High School education or equivalent
• Two to three years of related experience or an equivalent combination of education and experience.
• Knowledge of purchasing and accounts payable processes.
• Working knowledge of word processing and database systems required.
• Excellent organizational and communications skills also required.
• Ability to work under deadline pressure and to prioritize assignments while juggling multiple tasks .

Physical Demands

• 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 Union Status 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.
Requisition Number AS558P 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?
   • Yes
   • No

Documents Needed To Apply
Required Documents

1. Resume
2. Cover Letter
3. Letter of Recommendation

Optional Documents