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Administrative Assistant, SHAE

3 months ago

Fall River, Massachusetts, United States Roger Williams University Full time
Roger Williams University

Location: Bristol, RI Category: Professional and Clerical Posted On: Fri Aug Job Description:

The Administrative Assistant is responsible for performing a wide variety of administrative duties to support the overall operations in the department.

Essential Functions/Characteristics

  • Serve as the primary administrative support.
  • Support full-time faculty members and adjunct faculty in carrying out their teaching and advising responsibilities. Provide information on courses, enrollments, students, and room assignments.
  • Copy syllabi and course assignments and maintain syllabi file.
  • Process mail and work orders.
  • Act as a liaison with the Registrar Office, Admissions, Facilities, and other offices as needed.
  • Process Standard Engagement Contracts and Freelance Worker Agreements for visiting artists and lecturers at the request of the Deans, Associate Deans, Manager, Feinstein Operations, Department Chairs and faculty,
  • Communicate with artists and lecturers on schedules and to obtain contract and other forms signatures.
  • Prepare purchase requisitions for payment.
  • Work with Office of General Counsel to ensure timely and accurate processing of forms and with Finance office on payment.
  • Arrange accommodations and meals when required, and serve a liaison between faculty and visitors on detail of arrangements.
  • Assist faculty and staff in the navigation of the contract process.
  • Oversee purchases of instructional materials requested by faculty and other purchase requisitions and orders.
  • Use the Associate Deans' and Department Chairs' P-cards as directed for purchases.
  • Reconcile monthly P-card statements and maintain inventory of office supplies and stock as needed.
  • Act as liaison with Purchasing, Finance, and faculty to resolve any problems.
  • Assist students and faculty with registration and add/drop processes.
  • Notify students when necessary of course changes or closures.
  • Monitor class enrollments.
  • Process add/drop forms with Registrar's Office.
  • Refer students to Department Chairs as necessary to resolve problems.
  • Distribute general academic notices and reminders regarding registration, advising and grade deadlines.
  • Help orient new faculty, working with the Deans' and Provost's assistants as necessary to ensure that the new faculty have computer and telephone services set up for their arrival on campus.
  • Assist in ordering and acquiring books, materials, ID cards and parking permits.
  • Become acclimated to RWU policies and procedures to answer questions as needed.
  • Serve as the contact person for students wishing to consult with the Associate Deans and Department Chairs.
  • Resolve student problems, answer student queries and/or direct students to the appropriate person/office in a confidential manner.
  • Generate reports related to data required by the Department Chairs and Faculty (majors, advisees, GPA reports, etc.) using the University's Enterprise Resource Planning system.
  • Help gather, analyze, and interpret data for ongoing program assessment.
  • Assist in creating and maintaining an archive of assessment material and results.
  • As needed, train, oversee and schedule the duties of work-study students.
  • Book classroom space for a variety of activities such as special lectures, department meetings, senior theses readings and exhibitions, etc.
  • Maintain the upmost confidentiality with matters pertaining to students, faculty, staff, complaints and external constituencies.
  • Handle all copy jobs.
  • Assist in maintenance of department Bridges sites, which contains syllabi, current user lists, and announcements. Maintain and update department websites.
  • Send out general memos and reminders such as early referrals, administrative withdrawals, grade deadlines, etc.
  • Receive and posts faculty announcements (e.g. class cancellations).
  • Maintain various signage in offices (program advertisements, tutoring opportunities, news articles, university events).
  • Telephone etiquette, typing, word processing, data entry and clerical skills are required.
  • Ability to maintain confidentiality and an atmosphere of professionalism at all times.
  • Excellent verbal and written communication skills with excellent interpersonal and organizational skills.
  • Knowledge of general office and records management procedures.
  • Ability to handle multiple projects and work independently.

Additional Functions

  • May be required to work in other Feinstein departments including other building locations on a temporary basis at the University's request.

This is a full-time (35 hours) 9-month PSSA Level 3 Clerical Union position.



Job Requirements:
  • High School diploma or equivalent.
  • Demonstrable computing skills and efficiency utilizing complex computing applications on the systems and programs of University's choice. Currently by way of example: Microsoft Office Suite, Internet and web design software.
  • Minimum of 2-3 years of increased responsibility in an office setting.

Preferred Qualifications

  • Associate's Degree.

At the University's discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate, to the satisfaction of the University, an equivalent combination of education and experience specifically preparing the candidate for success in the position.



Additional Information:

Roger Williams University is an affirmative action/equal opportunity employer and committed to a diverse workforce. All applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other basis protected by applicable state and federal law. For information on our Non-discrimination policy, visit here.

RWU prohibits all forms of discrimination on the basis of sex in its education programs and activities and is required by Title IX of the Education Amendments of 1972 (Title IX) and its implementing regulations not to discriminate in such a manner. Complaints of Title IX sexual harassment should be reported to the Title IX Coordinator at the contact information listed below. Details regarding the formal complaint process can be found here: Title IX Sexual Harassment Policy and Procedures. All complaints of sexual harassment will be taken seriously and responded to promptly. TITLE IX COORDINATOR: Dr. Jen Stanley, 1 Old Ferry Road, Bristol, RI 02809 / Phone Number: /Email Address:

Salaries for new hires at Roger Williams University usually fall between the minimum and midpoint of the salary range.



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