Administrative Coordinator

Founded in 1917, Providence College (PC) is a premier Catholicliberal arts institution steadfastly committed to academicexcellence through a dynamic core curriculum, a distinctiveDevelopment of Western Civilization Program, and abundantexperiential learning opportunities. The only U.S. higher educationinstitution administered by the Dominican Friars, PC is committedto providing a variety of opportunities for intellectual, social,moral, and spiritual growth in a supportive environment. ProvidenceCollege believes that cultural and intellectual pluralism isessential to the excellence of its academic programs, and strivesto foster an academic culture and campus community reflecting theglobal environment in which we live and work. The approximately 105-acre campus is situated in Rhode Island’scapital city and is close to the many cultural and educationalofferings of Rhode Island’s “renaissance city.” Additionally,Providence is located an hour from Boston and just a few hours fromNew York City. For years, Providence College has been recognized in the U.S.News & World Report “Regional Universities – NorthCategory” and has been commended by several other rankingpublications. Overview Provide administrative and general support to the office of WorldLanguages & Cultures and to the department chair. Duties and Responsibilities Compose and oversee the creation and organization of thecontent of office policies, procedures, supervisory guide,publications, mailings, and the newsletter. Manage, maintain, andupdate the department website and other communication tools.Create, edit, and design departmental brochures, posters,newsletters as well as all social media platforms. Collaborate withMarketing and Communications as needed to identify ways tocommunicate pertinent messages to all campus constituents onvarious platforms (web-based, social media, live chat, flyers,online, and print). (30%) Serve as a liaison between and among departments, students, theCollege, and the community. Greet and assist office visitors andtelephone callers, respond to questions, and provide information asrequired. Manage the scheduling of meetings and meeting materials.Manage the listing of department events on both the master calendarand the department web site. Maintain and update the departmentalweb page, including changes in layout and content. Facilitaterevision of department catalog pages. (30%) Arrange interviews, appointments, schedules, and conferences.Make travel arrangements and itineraries related to functions ofthe assigned office. Arrange committee and other meetings.Coordinate the preparation of workshops. Maintain faculty promotionand tenure spreadsheet, faculty rosters, and faculty committeeassignments. Facilitate and track faculty submissions of documentssuch as syllabi and final exams. Facilitate faculty orientation andcompliance with institutional policies and procedures. (10%) Maintain records of student internships (FRN/ITA/SPN 450) andarchive submitted academic reports. Create and maintainspreadsheets and/or databases for area projects as needed. Preparereports and final documents. Compile data for annual departmentreport and for major/minor enrollment trends. Assist faculty andchair in pre-registration and review enrollments every semester tomake sure students are following the correct sequence. Oversee theestablishment and maintenance of filing systems. Check reports,records, and other material for accuracy and completeness. Learnand utilize current campus software to meet the needs of theoffice. (15%) Monitor special projects and programs. Maintain deadlines oncontrol files and expedite their completion. Coordinate assignmentsand activities. Coordinate event planning for large scale, visibleevents, specifically conferences of up to 500+ people. Coordinatethe department workflow and the work of student employees in theoffice. Order supplies and set up office space for new faculty andstaff hires. Process expense and travel reports. Processdepartmental budget. Assist in the faculty hiring process,including managing applications, scheduling interviews, andcommunicating with applicants. (15%) MARGINAL DUTIES: 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 equivalentcombination of education and experience. Customer service-oriented with proficiency with social mediaand web editing. MS Office, especially Word, Excel, Outlook,Access, Publisher, PowerPoint, and Sharepoint (web data dashboardand web data dashboard visualization). Strong skillset withInDesign and Photoshop/Adobe Office Suite. Word Press experiencepreferred. Ability to train, learn, communicate, and apply new systems andprocesses. Ability to learn new software programs to create graphicdesigns for department publications. Advanced verbal and written communications skills. Oral and written proficiency in another language, preferablySpanish. Excellent attention to detail, time management, projectmanagement skills, and the ability to multi-task in a fast-pacedenvironment. Professional self-starter, pro-active with excellentfollow-through skills, highly organized, detail-oriented, flexible,and attentive to deadlines and priorities. Clear, professional communicator with experience across manydigital platforms. Supplemental Information PHYSICAL DEMANDS: The physical demands described here are representative of thosethat must be met by an employee to successfully perform theessential functions of this position. Reasonable accommodations maybe made to enable individuals with disabilities to perform theessential functions. Sitting in a normal seated position for extended periods oftime Reaching by extending hand(s) or arm(s) in any direction Finger dexterity required to manipulate objects with fingersrather than with whole hand(s) or arm(s), for example, using akeyboard 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 generalnature and level of work expected of the incumbent. It is notdesigned to cover or contain a comprehensive listing of activities,duties, or responsibilities required of the incumbent. Incumbentmay be asked to perform other duties as required. #J-18808-Ljbffr