Administrative Coordinator

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.

Overview

Provide administrative and general support to the office of World Languages & Cultures and to the department chair.

Duties and Responsibilities

1. Compose and oversee the creation and organization of the content of office policies, procedures, supervisory guide, publications, mailings, and the newsletter. Manage, maintain, and update the department website and other communication tools. Create, edit, and design departmental brochures, posters, newsletters as well as all social media platforms. Collaborate with Marketing and Communications as needed to identify ways to communicate pertinent messages to all campus constituents on various platforms (web-based, social media, live chat, flyers, online, and print). (30%)
2. Serve as a liaison between and among departments, students, the College, and the community. Greet and assist office visitors and telephone callers, respond to questions, and provide information as required. Manage the scheduling of meetings and meeting materials. Manage the listing of department events on both the master calendar and the department web site. Maintain and update the departmental web page, including changes in layout and content. Facilitate revision of department catalog pages. (30%)
3. Arrange interviews, appointments, schedules, and conferences. Make travel arrangements and itineraries related to functions of the assigned office. Arrange committee and other meetings. Coordinate the preparation of workshops. Maintain faculty promotion and tenure spreadsheet, faculty rosters, and faculty committee assignments. Facilitate and track faculty submissions of documents such as syllabi and final exams. Facilitate faculty orientation and compliance with institutional policies and procedures. (10%)
4. Maintain records of student internships (FRN/ITA/SPN 450) and archive submitted academic reports. Create and maintain spreadsheets and/or databases for area projects as needed. Prepare reports and final documents. Compile data for annual department report and for major/minor enrollment trends. Assist faculty and chair in pre-registration and review enrollments every semester to make sure students are following the correct sequence. Oversee the establishment and maintenance of filing systems. Check reports, records, and other material for accuracy and completeness. Learn and utilize current campus software to meet the needs of the office. (15%)
5. Monitor special projects and programs. Maintain deadlines on control files and expedite their completion. Coordinate assignments and activities. Coordinate event planning for large scale, visible events, specifically conferences of up to 500+ people. Coordinate the department workflow and the work of student employees in the office. Order supplies and set up office space for new faculty and staff hires. Process expense and travel reports. Process departmental budget. Assist in the faculty hiring process, including managing applications, scheduling interviews, and communicating with applicants. (15%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

Education and Experience

• Associate’s degree from an accredited institution.
• Three to five years of related experience, in a multi-cultural, academic, or other professional department, or an equivalent combination of education and experience.
• Customer service-oriented with proficiency with social media and web editing. MS Office, especially Word, Excel, Outlook, Access, Publisher, PowerPoint, and Sharepoint (web data dashboard and web data dashboard visualization). Strong skillset with InDesign and Photoshop/Adobe Office Suite. Word Press experience preferred.
• Ability to train, learn, communicate, and apply new systems and processes. Ability to learn new software programs to create graphic designs for department publications.
• Advanced verbal and written communications skills.
• Oral and written proficiency in another language, preferably Spanish.
• Excellent attention to detail, time management, project management skills, and the ability to multi-task in a fast-paced environment.
• Professional self-starter, pro-active with excellent follow-through skills, highly organized, detail-oriented, flexible, and attentive to deadlines and priorities.
• Clear, professional communicator with experience across many digital platforms.

Supplemental Information

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

DISCLAIMER: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.