Job Information
Providence College Administrative Coordinator, Philosophy Department in Providence, Rhode Island
Position Information
Position Title Administrative Coordinator, Philosophy Department
Overview
Provide administrative support to the Department Chair and the Director of Phi Sigma Tau.
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.
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 Full Time
Salary Grade
Salary Information
Salary $32.00 per hour to $34.23 per hour
Benefits
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: https://human-resources.providence.edu/benefits/
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.
Posting Detail Information
Requisition Number AS991P
Closing Date
Open Until Filled
Special Instructions to Applicants
Supplemental Questions
Required fields are indicated with an asterisk (*).
Documents Needed To Apply
Required Documents
Resume
Cover Letter
Optional Documents