Administrative Coordinator

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 Administrative Coordinator Overview
Oversee the core administrative functions of the office, including training and supervising work-study students, graduate assistants, maintaining and updating department websites, assisting with the preparation and submission of annual budgets, maintaining confidential student records, and supporting the departments’ pre-registration process, supporting the CSWE accreditation process, and overseeing major declarations. Essential Duties:
1. Provide administrative support for the HPM and SKW departments, including the day-to-day management of the office and support for chairs and faculty. Serve as an internal resource on departmental administrative questions and as a keeper of “institutional memory” for policies, procedures, and practices.

2. Coordinate the re-accreditation process for the Department of Social Work by the Council on Social Education ( CSWE ). Compile and maintain required documents for re-accreditation self-study in coordination with the Chair. Edit and format self-study narrative and appendices to optimize readability. Coordinate CSWE site visit. Attend relevant continuing education and training sessions on the CSWE re-accreditation process.

3. Manage information and communications on behalf of HPM & SWK . Collaborate with department chairs 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 both departments 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; assist faculty with book orders and securing desk copies; coordinate classroom needs/requests for faculty and student organizations.

4. Oversee the hiring, training, and supervision of student workers, as well as the core office functions, and workflow for faculty and student clubs, including, but not limited to, Students for Social Action ( SWA ) and the Health Care Club ( HCC ). Book space, coordinate catering, develop and mail invitations to key stakeholders; manage registration for conferences and coordinate continuing education credits (CEUs) for off-campus stakeholders. Work with faculty to provide accommodations for students working with OAS .

5. Coordinate annual conferences for SWK and HPM 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, manage registration for conferences, and coordinate continuing education credits (CEUs) for off-campus stakeholders.

6. Participate and support faculty from both departments 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 chairs with the 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

• 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 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 AS581P 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

Optional Documents