Overview:

Essential Duties:

• Manage the department budget, including expenditures as needed for department supplies, academic and student events, office furniture, and speaker honoraria. Prepare reimbursement and remittance forms for approval. Process payments, transmit reports, manage billing, and data entry to accounts payable system.
• Working in conjunction with the Department Chair, produce department schedule of courses. May manage non-academic decisions, policies, and procedures to schedule up to fifty course sections, assuring that each is covered by a suitable faculty member without overlap. Assure that proficiencies and pre-requisites are accounted for, assure the department meets benchmarks for core philosophy and ethics requirements. Coordinate with DWC to assure availability of time, space, and instructors. Coordinate with WGS, PSP, and HUM to assure cross-listed coverage. Coordinate with the Office of the Registrar to determine times and classroom space. Coordinate with the Office Priestly Formation to assure Seminarians take required courses.
• Create and maintain the department website, including social media updates for events, opportunities, new faculty publications, updating media when necessary, updating alumni stories, conference announcements, course descriptions, major/minor requirements, etc.
• Serve as an internal resource on departmental administrative procedures, traditions, and rules to advise chair and faculty. Identify and make recommendations for additional or modified departmental systems. With supervision from the chair, may design and implement new or modified systems, procedures, and practices.
• Act as front-line respondent for student questions both in person, via phone, and email regarding courses, registration, events, opportunities, and professor availability. Proctor exams when needed, pre-register majors and minors, and over-enroll with the permission of the Chair. Coordinator new student welcome materials, orient new majors and minors with advisor assignments, department policies, course planning, and coordinate tutoring sessions. Manage budget, room reservations, refreshments, and accommodations for student activities.
• Sort, distribute, and route department mail. Greet visitors, answer phones, and perform regular department functions.
• Support department faculty in setting up various events, including travel arrangements, accommodations, budgeting, and remittance. Create marketing posters, email blasts, and bulletin board advertisements. May be asked by faculty to coordinate tenure and promotion materials.
• Assist the chair with hiring of ordinary, visiting, and adjunct faculty. Assist with new faculty on-boarding, classroom recommendations, and assistance with HR paperwork.
• Prepare, preserve, and maintain records, files and databases, many of which may be confidential, including, but not limited to student records, faculty tenure and promotion files, major/minor records, alumni records, FERPA, financial records, administrative communications, disciplinary records, meeting votes and resolutions, and course syllabi.
• Perform intermediate and advanced technological functions, including managing databases, internet research, social media research spreadsheets, mail merges, and design and produce reports using information from professional, academic, and internal College sources.

Marginal Duties:

• Coordinate internal and external calendars for department faculty and the department chair.
• Hire, manage, schedule, and mentor office work study student.
• Manage office space, including assigning temporary use of office space. Keep offices stocked of essentials and tidy up common areas. Manage the Siena Hall chapel/oratorio, including opening and locking for weekly services and managing service arrangements for use by Seminarians, Friars, Nuns, faculty, and lay members of the campus community.
• Perform all other duties as may be required.

Education and Experience Required:

• Associate's Degree from an accredited institution required.
• Three to five years' of administrative or office manager experience, preferably in an academic, or higher education setting, or an equivalent combination of education and experience.
• Working knowledge MS Word, Excel, Outlook, WordPress, introductory website design
• Excellent organizational and communications skills also required.
• Flexibility, initiative, and good judgement required
• Ability to interact with a variety of personalities.

Employee Status: Full Time

Union Status: Non-Union

EEO Statement:

About Providence College

Notice of Non-Discrimination Providence College admits students of any race, color, national and ethnic origin, sex, gender, sexual orientation, gender identity, religion, disability, age, or veteran status, and without regard to genetic information, to all the rights, privileges, programs, and activities generally accorded or made available to students at the College. It does not discriminate on the basis of race, color, national and ethnic origin, sex, gender, sexual orientation, gender identity, religion, disability, age, veteran status, genetic information, or any other applicable legally protected basis, in the administration of its education policies, admission policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. In accordance with Title IX, it does not discriminate on the basis of sex in its educational programs or activities. Nothing in this Notice shall require Providence College to act in a manner contrary to its Dominican mission and the teaching and tenets of the Catholic Church, and the College reserves the right to take actions designed to ensure and promote its Catholic and Dominican mission. The College’...s Equal Opportunity/Affirmative Action Officer, and ADA/Section 504 Coordinator is the Associate Vice President for Human Resources (Kathy Alvino, Harkins 302, 401.865.2430, kalvino@providence.edu). The Title IX Coordinator is the Assistant Vice President for Student Development and Compliance (Dr. James Campbell, Slavin 203, 401.865.2676, james.campbell@providence.edu). The Title IX Coordinator is assisted by deputy coordinators, including members of the faculty and the administration (http://www.providence.edu/sexualharassment). Inquiries regarding ADA/Section 504 issues for students may be directed to the Office of Academic Services (Jonathan Gomes, Library 229, 401.865.2470, jgomes3@providence.edu) and the Office of the Assistant Vice President for Student Development and Compliance (Dr. James F. Campbell, Slavin 203, 401.865.2676, james.campbell@providence.edu.

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