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Administrative Assistant

Providence College
Rhode Island, United States
Salary Not Specified
Posted Date
Dec 20, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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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 Assistant Overview

Provide administrative office support to the Chair of the Political Science Department, the Public Administration program, the Black Studies program, and the Latin American Studies program.

Essential Duties:

1. Supervise 20+ students. Responsible for student employment job postings on website, as well as interviewing, hiring, monitoring paperwork, and approving time sheets for all student workers. Delegate and supervise student worker research and projects.

2. Facilitate website changes and maintain up-to-date web information including faculty profiles, upcoming events, event archives, class syllabi, course scheduling, etc. Train in SharePoint, web editing, and PowerPoint as needed.

3. Facilitate all honor society needs including reviewing degree audits to determine who invitees will be; event planning for honor society events, including but not limited to the annual induction ceremony; and mail and email invitations, correspondences, and event information. Complete paperwork for merchandise and membership certifications, pay national office fees, and maintain chapter finances through the Student Affairs department. Plan and coordinate senior reception, graduation activities, including purchasing senior gifts. Plan and coordinate all department activities including faculty retreats, talks, and other events.

4. May, with supervision, organize and coordinate special projects including presentations, educational programs, and special events.

5. Perform intermediate and advanced computer functions including managing databases, creating, analyzing and integrating and importing linked spreadsheets, creating mail and 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.

6. Prepare and maintain records, files and databases some of which may be confidential. Monitor budgets and other financial activities that may require proficiency with math and bookkeeping.

7. May serve as internal resource on departmental administrative questions.

8. May be responsible for the accurate maintenance and reconciliation of financial accounts, processing of payments, transmittal reports, billing, and data entry.

9. Coordinate internal and external attendee calendars; reserve/schedule meeting rooms and make arrangements for equipment, seating and refreshments when necessary.

10. Design and produce reports, and research data and information on the Internet.

Marginal Duties:

1. May identify and make recommendations for additional or modified departmental systems. With approval, may design and implement new or modified systems.

2. Compose and produce correspondence and reports.

3. Answer phones, greet and direct visitors to appropriate areas or persons.

4. Sort, open, distribute and route individual or departmental incoming mail, and prepare outgoing mail.

5. Perform all other duties as may be required.

Education and Experience Required

• High school education or equivalent.
• Three to five years’ of related experience or an equivalent combination of education and experience.
• Ability to supervise student workers
• Budget development skills
• Office management experience
• Advanced working knowledge of word processing and database systems required.
• Excellent organizational and communications skills also required.
• Ability to work independently and under deadline pressure and to prioritize assignments while juggling multiple tasks.

Physical Demands Employee Status Full Time 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.

Posting Detail Information

Requisition Number AS585P Closing Date 01/31/2022 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

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