Providence School-Based Coordinator

Reporting to the Dean of Extension School the Providence School-Based Coordinator is responsible for performing a wide variety of administrative functions in support of Providence-based schools' operations.Ensure all communication channels (e-mail, telephone, in-person) are covered and responses are responded to in established timeframes. This includes the distribution of mail to all members of the department.Ensure all student docket filing is completed in a timely manner and manage records management projects, as applicable.Provide support for payroll and operational budget management under the ES Director of Operations, the ES Senior Staff Accountant, and the Providence-based School of Justice Studies Program Director.Complete I-9 form, verify I-9 documentation, and maintain I-9 files. Follow up and obtain missing information to ensure accuracy and completeness of the 1-9 form within the required time to ensure compliance.Serve as backup, as needed to the ES Administrative Assistant functions.Prepare correspondence and provide materials as requested. Perform general clerical functions including making copies, mailing, scanning, emailing and other forms of material distribution.Support the ES Senior Staff Accountant with respect to payroll and management of supplies, i.e. inventory and ordering.Provide a broad array of administrative, technical, and secretarial services for projects and programs, including determining and recommending opportunities for process improvement.Support with recruitment, hiring, and on-boarding of Adjunct faculty and Continuing Education Instructors including but not limited to preparing and distributing contract letters, collecting, reviewing, ensuring completeness of employment forms and documents and processing in a timely manner.Be proficient with the Interview Exchange system, to create and revise job descriptions, prepare hiring requisitions and process candidate hiring through the system. Assist with collecting forms and necessary documentation as needed.Input stipends and invoices into Etrieve System.Prepare and distribute appointment letters and letters of assurance for Adjunct faculty and Continuing Education Instructors. Work with the schedule coordinator to arrange for faculty and instructor teaching needs.Generate reports to calculate Adjunct faculty and Continuing Education Instructor compensation and reconcile compensation stipends for data entry into the payroll system per appointment letters. Review and monitor the system to ensure that stipends are paid accurately. As applicable, on-board new hires by ordering computers, requesting network access and initiating and submitting timely payroll authorization forms.Assist with maintaining compliance with internal policies and procedures concerning recruitment, hiring, and orientation.Ensure delivery of accurate, efficient, and cohesive non-routine and routine projects and procedures.Adhere to the Extension School, School of Justice Studies, and University policies and operating practices competently and respectfully.Coordinate travel arrangements to include but not limited to airline, hotel, car rental, and daily per diem rates. Handle 25Live room reservations.Serve as last option-backup to the educational testing center including but not limited to scheduling, preparing, and distributing materials, room set up, responding to testing center participant inquiries, and associated follow-up.

Additional FunctionsServe as backup and assist with updating position descriptions, interviewing, new hire processing, personnel changes, and general inquiries.Remain focused on the varying needs, priorities, and resources of Extension School and School of Justice Studies.Maintain knowledge of Extension School and School of Justice Studies operations. Participate in events and projects, as required.Assist with additional projects, as assigned by the supervisor, to the Providence-based School of Justice Studies Program Director and other members of the Dean's staff.Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy.Perform other duties as assigned by supervisor or supervisors' designee including but not limited to Providence-based School of Justice Studies Program Director.

This is a full-time (40 hours) PSSA Level 4 Clerical Union position.

Associate's degree from an accredited institution with an emphasis in Business, or a related field.A minimum of five years' experience in an academic environment with substantive experience in an office management position.Demonstrable skills relevant to office management in a large corporate, educational, or non-profit environment, including but not limited to computer skills, budget analysis, and work prioritization.Operational knowledge of general office machines and telephone system.Ability to handle highly sensitive matters with complete discretion. Excellent written and verbal skills.Proficiency using Microsoft Office applications and Outlook for email, calendar, and archiving functions.Ability to obtain information and create, edit, and format documents, spreadsheets and presentations.Excellent proofreading skills and accuracy.Strong interpersonal skills to engage and communicate across a variety of audiences including senior management, faculty, staff, alumni, parents, students, and organizations.Excellent planning and organizational skills with ability to manage multiple tasks, adapt to changing priorities, work under pressure, and meet deadlines.Ability to react and adapt to changing situations appropriately.

Preferred Qualifications Bachelor's degree in finance or business administration.Five years' experience working in a higher education institution. 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.

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, sex, national origin, 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: (401) 254-3123 /Email Address: jstanley@rwu.edu

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