"Event & Office Operations Specialist"

Job Details

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.

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our mission.

Providence College is also an equal opportunity employer and is committed to fostering a Beloved Community — an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College’s Non-Discrimination policy can be found here (Download PDF reader).

Overview

Provide administrative support to the Associate Vice President and the Director of Operations. This is a 10-month position assigned to the department during the academic year to support its ongoing programs and operations.

Duties and Responsibilities

1. Utilize advanced computer skills to support departmental assessments and operations. Manage scheduling and administrative support for the Associate Vice President. Coordinate logistics and communications for campus-wide committees. Conduct industry research to identify and recommend system improvements. With approval, may implement approved systems and provide training to staff. (30%)
2. Support the Director of Operations with the accuracy, maintenance, and reconciliation of financial accounts, processing of payments, transmittal reports, billing, and data entry for the office. Manage office appointments and guest reception. (25%)
3. Assist the Director of Operations with the college’s registration system, including collaborating with departmental planners to assess event needs, integrating appropriate waiver and risk mitigation protocols into attendee registration workflows, and generating timely, customized registration reports to ensure accurate and efficient event execution. Assist the Central Reservations Manager with the configuration, maintenance, and user support of the 25Live space scheduling system, including troubleshooting space reservation requests, ensuring the accuracy of event data, facilitating user training or guidance for campus stakeholders, and support reservation reporting and communication workflows to upload the integrity of the space management process. (25%)
4. Assist with event execution support for both Core and Institutional Advancement event projects, as well as special projects as needed. Provide on-site logistical support, coordinate vendor and facility needs, and ensure seamless communication among planning teams. (20%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

Education and Experience

• High School education or equivalent.
• Three to five years of related experience or an equivalent combination of education and experience.
• Advanced working knowledge of Microsoft Office including Word, Excel, and database systems.
• Excellent organizational and communication skills.
• Ability to work independently and under deadline pressure and to prioritize assignments while juggling multiple tasks.
• Experience in a college or university setting is preferred.
• Some nights and weekends are required when needed.

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.