View Job
This job posting is no longer active on RIjobs.com and therefore cannot accept online applications.
Providence College
Location: Providence, RI 02918 Document ID: AC115-0IF8 Posted on: 2018-03-3103/31/2018 Job Type: RegularJob Schedule:Full-time
2018-04-30
Administrative Coordinator, Department of History and Classics
Position Title Administrative Coordinator, Department of History and Classics
Overview
Provide administrative support to the Department Chair, Program Director, and the faculty of the History department and the Graduate History program.
Essential Duties:
1. Provide all general departmental support, including ordering of supplies, assistance with photocopying, order desk copies as requested by faculty, pay invoices, and handle ordering of all special items. Prepare A/P vouchers for faculty reimbursement of expenses, handle budget transfers, and gather materials and statistics needed to prepare proposed budgets. Prepare projections for anticipated income and expenses pertaining to faculty salaries, process library book purchase requests, review approved department minutes to extract resolutions, new policies, course info, etc., and organize and assemble SIR II evaluation materials needed for distribution each semester. Assist chair, assistant chair, Grad school program director, and department faculty with all normal administrative tasks, including photocopying, filing, letter generation, ordering supplies, etc.
2. Maintain database of all graduate and undergraduate students as well as departmental files of undergraduate majors/minors, including up-to-date transcripts and update lists periodically. Inform students of their advisors. Maintain up-to-date list of all active courses including which courses meet core attributes and/or meet major/minor requirements. Collect faculty syllabi and office hours to have available for students. Prepare pre-registration book each semester and oversee pre-registration. Maintain database of historical statistics and Honors Theses in History. Under the guidance of the assistant chair and/or appropriate department committee, send regular survey to alumni and maintain database of survey results. Generate reports and statistics on courses, enrollments, and students, as needed. Handle the admission process of graduate students to the program and explain admission and program requirements to prospective students.
3. Assist in the coordination of departmental planning for several special events as requested, including guest speakers, departmental meetings, retirement receptions, Commencement reception, reception for incoming majors, and annual Alpha Theta Induction and Dinner (room reservations, food orders, etc.) Assist in all recurring programming and sponsored events under the auspices of the Graduate Program. Process registrations, schedule and organize examinations for graduate language proficiency, and oral comprehensive exams each semester. Prepare promotional materials and organize mailings for recruiting and graduate fairs. Assist in marketing and advertising initiatives for the graduate program and design and produce course brochures and flyers.
4. Supervise student support, including advertising, interviewing, hiring and training, and monitoring of hours worked through Cyberfriar. Assist in the hiring procedures for graduate assistants and/or research assistants, including advertising and approving time sheets. Coordinate office schedules and delegate all work to employees. Coordinate research assistant work with faculty.
5. Prepare orientation materials for incoming freshman, assemble departmental literature for all non-Admissions-related events, and under the guidance of the assistant chair and/or appropriate department committees, develop and update promotional/informational brochures. Organize promotional mailings to 200+ regional high schools. Under the guidance of the assistant chair and/or appropriate department committees, maintain and update the Departmental Guidelines booklet for the final formatting of theses. Review final submissions for any major errors of formatting prior to binding and notify Enrollment Services to post acceptance of thesis on transcript. Arrange for the binding of theses, and the mailing of copies to students.
6. Assist faculty search committees as requested with file management, communication with candidates, arrangement of meetings and interviews with candidates, as well as hotel reservations and other organizational support. Coordinates internal and external attendees' calendars; reserves/schedules meeting rooms and makes arrangements for equipment, seating, and refreshments, when necessary.
Marginal Duties:
1. Prepare compilation of data of top 15-20 history majors for history awards, inform Dean's Office of selection of award recipients, order books for awardees, arrange for signing by faculty, wrap books for Awards Assembly, and prepare letters after Commencement to top students who were considered but did not receive an award.
2. Perform all other duties as may be required.
Education and Experience Required
• Associate's Degree from an accredited institution required.
• Minimum of five years' experience in an administrative role or an equivalent combination of education and experience required.
• Must be highly organized.
• Works well under pressure of a deadline and have the ability to multi-task.
• Strong office management skills.
• Strong computer skills, including Microsoft Office.
• Good oral and written communication skills
Physical Demands
• 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
Union Status
Shift:
If other, please enter regular schedule.
Posting Detail Information
Requisition Number AS124P
Closing Date
Open Until Filled
Special Instructions to Applicants
Supplemental Questions
Required fields are indicated with an asterisk (*).
Documents Needed To Apply
Required Documents
Overview
Provide administrative support to the Department Chair, Program Director, and the faculty of the History department and the Graduate History program.
Essential Duties:
1. Provide all general departmental support, including ordering of supplies, assistance with photocopying, order desk copies as requested by faculty, pay invoices, and handle ordering of all special items. Prepare A/P vouchers for faculty reimbursement of expenses, handle budget transfers, and gather materials and statistics needed to prepare proposed budgets. Prepare projections for anticipated income and expenses pertaining to faculty salaries, process library book purchase requests, review approved department minutes to extract resolutions, new policies, course info, etc., and organize and assemble SIR II evaluation materials needed for distribution each semester. Assist chair, assistant chair, Grad school program director, and department faculty with all normal administrative tasks, including photocopying, filing, letter generation, ordering supplies, etc.
2. Maintain database of all graduate and undergraduate students as well as departmental files of undergraduate majors/minors, including up-to-date transcripts and update lists periodically. Inform students of their advisors. Maintain up-to-date list of all active courses including which courses meet core attributes and/or meet major/minor requirements. Collect faculty syllabi and office hours to have available for students. Prepare pre-registration book each semester and oversee pre-registration. Maintain database of historical statistics and Honors Theses in History. Under the guidance of the assistant chair and/or appropriate department committee, send regular survey to alumni and maintain database of survey results. Generate reports and statistics on courses, enrollments, and students, as needed. Handle the admission process of graduate students to the program and explain admission and program requirements to prospective students.
3. Assist in the coordination of departmental planning for several special events as requested, including guest speakers, departmental meetings, retirement receptions, Commencement reception, reception for incoming majors, and annual Alpha Theta Induction and Dinner (room reservations, food orders, etc.) Assist in all recurring programming and sponsored events under the auspices of the Graduate Program. Process registrations, schedule and organize examinations for graduate language proficiency, and oral comprehensive exams each semester. Prepare promotional materials and organize mailings for recruiting and graduate fairs. Assist in marketing and advertising initiatives for the graduate program and design and produce course brochures and flyers.
4. Supervise student support, including advertising, interviewing, hiring and training, and monitoring of hours worked through Cyberfriar. Assist in the hiring procedures for graduate assistants and/or research assistants, including advertising and approving time sheets. Coordinate office schedules and delegate all work to employees. Coordinate research assistant work with faculty.
5. Prepare orientation materials for incoming freshman, assemble departmental literature for all non-Admissions-related events, and under the guidance of the assistant chair and/or appropriate department committees, develop and update promotional/informational brochures. Organize promotional mailings to 200+ regional high schools. Under the guidance of the assistant chair and/or appropriate department committees, maintain and update the Departmental Guidelines booklet for the final formatting of theses. Review final submissions for any major errors of formatting prior to binding and notify Enrollment Services to post acceptance of thesis on transcript. Arrange for the binding of theses, and the mailing of copies to students.
6. Assist faculty search committees as requested with file management, communication with candidates, arrangement of meetings and interviews with candidates, as well as hotel reservations and other organizational support. Coordinates internal and external attendees' calendars; reserves/schedules meeting rooms and makes arrangements for equipment, seating, and refreshments, when necessary.
Marginal Duties:
1. Prepare compilation of data of top 15-20 history majors for history awards, inform Dean's Office of selection of award recipients, order books for awardees, arrange for signing by faculty, wrap books for Awards Assembly, and prepare letters after Commencement to top students who were considered but did not receive an award.
2. Perform all other duties as may be required.
Education and Experience Required
• Associate's Degree from an accredited institution required.
• Minimum of five years' experience in an administrative role or an equivalent combination of education and experience required.
• Must be highly organized.
• Works well under pressure of a deadline and have the ability to multi-task.
• Strong office management skills.
• Strong computer skills, including Microsoft Office.
• Good oral and written communication skills
Physical Demands
• 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
Union Status
Shift:
If other, please enter regular schedule.
Posting Detail Information
Requisition Number AS124P
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
 |
|
|
|
|
|
|
|
|
|
|
|
Show Printable Job
© 2011