Administrative Manager

Title

Administrative Manager - Roger Williams University

Bristol, RI

Professional and Clerical

Tue Dec 9 2025

Manage the flow of communication between the Vice President and the Associate Vice President using numerous computer platforms and applications.

Ensure that critical information is prioritized with proactive and thorough follow through.

Serve as central contact person and information provider for the division of Institutional Advancement, answer questions related to routine policies, procedures and provide direction for administration, staff, visitors, as they relate to the Division.

Manage all logistics and preparation for important meetings for a wide variety of audiences including but not limited to donors, senior leadership, external and internal stakeholders.

Maintain department website; regularly reviewing and updating information and recommending improvements.

Maintain engagement strategies for key donors, prospects, including coordinating with Deans and Faculty.

Proactively monitor the spend to budget progress. Flag items that may exceed budget and identify pending expenditures, advising supervisor of any issues. Ensure that budget lines are being appropriately and accurately used within established operational procedure.

Regularly perform budget analysis to identify at‑risk budget lines and opportunities to consolidate or re‑organize lines for more effective budget tracking and analysis.

Analyze, forecast and make recommendations about expenditures.

Reconcile expense budgets for the team including the Vice President and Associate Vice Presidents' personal travel and departmental expenses.

Prepare and submit documents for positions to be posted.

Pre‑screen job candidate applications and communicate with job applicants.

Schedule interviews and prepare interview agendas.

Perform reference checks.

Prepare internal documents for employment actions such as hires, promotions, pay adjustments and other related actions. Obtain applicable approval signatures for documents and submit for processing on a timely basis.

Proactively follow through and obtain resolution on any issues related to employment actions.

Maintain confidential and sensitive information including but not limited to operational reports and strategic plans of the division.

Assist the Vice President in meeting preparation and management of the Board and Volunteer leadership committee meetings and administrative communications.

Coordinate and compile division reports and metric tracking including Board Reports, Annual Operating Plans, and quarterly reports.

Enter and monitor employee time exception information in time‑keeping system, as requested.

Participate in departmental and vendor meetings.

Work with outside vendors on pricing and purchasing. Negotiate terms and conditions as assigned.

Process and approve invoices for payment. Review and reconcile credit card statements. Follow through and resolve discrepancies.

Handle equipment requests, maintenance and service contracts. Maintain office supplies.

Prepare, produce and distribute memorandums and letters. Edit and proofread letters, documents, and emails.

Manage meeting schedules and appointments by working across the department and peer departments to drive organizational alignment and efficiency of scheduling, meetings, and information flow. Assign and manage agenda and note‑taking.

Schedule meeting space and handle logistics including catering and media requests.

Manage an efficient, organized filing system for the division.

Identify opportunities to upgrade or improve current infrastructure/processes to increase performance of current staff members and meetings.

• Bachelor's degree in a related field.
• Five years related experience, preferably in a sales or business development office.
• Knowledgeable of a CRM system.
• Excellent written and verbal communication with keen attention to detail and accuracy.
• Strong interpersonal skills and the proven ability to collaborate, build team spirit, and achieve results within diverse…