Location: Bristol,RI, USA
Job Description:
The Administrative Assistant shall provide principal administrative, professional, and clerical support of a complex and sensitive confidential nature in furtherance of the effective administrative functions of the AVP/Dean of Students and the Department of Residence Life and Housing.
Essential Functions/Characteristics
Acts as the primary point of contact and triage for the department handling sensitive, complex and highly confidential matters affecting students and their families.
Interacts daily in a professional and courteous manner with other members of the RWU community (faculty, staff, students and parents), answer general questions for students and parents, or makes appropriate referrals after gathering and assessing information provided. Utilize significant human relations and problem solving skills, often of a sensitive and confidential nature.
Provide secretarial and administrative support to the entire Department of Residence Life and Housing professional staff.
Advertise, interview, hire, complete payroll paperwork, monitor and sign-off on hours. Oversee work-study students by conducting training, distributing assignments, ensuring the meeting of assigned deadlines, implementing discipline and/or termination.
Research and reserve travel arrangements approved for staff to attend professional development conferences. Prepares travel expense reports and submits for reimbursement.
Coordinate and prepare Purchase Order and check requests for payment to various vendors and Petty Cash requisitions. Keep accurate records of all monies spent by the department and reconcile them to four departmental P-Card statements. Work with AVP and Directors to allocate charges to appropriate budget lines.
Track the route of business contracts to appropriate University officials for review and approval signatures.
Organizes and maintain files, inventory orders needed in relationship with vendors, and equipment in a neat and orderly manner.
Arrange and assist at events within the Division of Student Life and in Residence Life and Housing, occasionally during evenings and weekends throughout the year. Assist staff in preparation and delivery of programs and events.
Maintain the calendar for the department staff.
Keep minutes of meetings as needed.
Additional Functions
Serve as primary gate keeper to professional staff in a high volume office, often necessitating listening skills and making referrals.
Serve as channel of communication between students and parents and the department, as well as internal/external contacts: All University faculty, staff, students, parents and vendors.
Conduct Internet research for benchmarking data including, but not limited to organizational structures, or other related information at other colleges/universities.
Oversee the distribution of incoming and outgoing mail.
Ensure office equipment is in working order and coordinate/schedule repairs.
This is a full-time (35 hours) PSSA Level 3 Clerical Union position.
Requirements:
An Associate's degree, or at the University's discretion an equivalent combination of education and work related experience may be substituted.
Demonstrable computing skills and efficiency utilizing complex computing applications on the systems and programs of University's choice, currently by way of example,
Proficiency in Microsoft Office Suite (Outlook, Excel, Word, & PowerPoint), Internet research, Ellucian (navigational knowledge of student information Colleague screens), Basic Accounting used in General Ledger (debits/credits related to budgets, purchasing and invoice payment).
Web Page editing experience a plus!
A minimum of 3 to 5 years recent experience as an administrative assistant is required, preferably in higher education environment.
Preferred Qualifications
Bachelor'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: (401) ###-#### /Email Address: ...@rwu.edu
Application Instructions:
Please attach a resume, cover letter, and list of three (3) professional references. In your cover letter/letter of interest, in addition to listing how your qualifications meet the requirements of the position, please include information about how you would be able to contribute to RWU's diversity, inclusivity, and equity goals.
Department:
Residence Life & Housing