Administrative Assistant, Student Programs, Leadership and Orientation

Roger Williams University

Title: Administrative Assistant, Student Programs, Leadership and Orientation

Location: Bristol, RI

Category: Professional and Clerical

Posted On: Thu Dec 18 2025

The Administrative Assistant is responsible for performing a variety of administrative and secretarial duties and ensures the efficacy of the department and assumes primary responsibility for the accuracy and timeliness of routine and non‑routine projects and assignments.

Hire, train, oversee and coordinate financial aid paperwork and time sheets for all work study students. Assist with payroll paperwork for the Orientation Advisor staff.

Conduct grade and disciplinary checks to certify eligibility of student leaders and Orientation Advisors. Supervise Front Desk student staff.

Coordinate and schedule Design Center tasks including but not limited to flyers, posters and banners to the designated space areas approved for posting on University premises. Bill appropriate departments for Design Center work.

Work with department staff for University Ticket Box Office; create ticket links and answer questions regarding the program.

Maintain and update the Student Activities Funds files for all student club organizations expenditures.

Coordinate and prepare purchase request orders and check requests for payment to business agents. Coordinate and prepare purchase request orders, check requests and credit card purchases for Student Clubs and Organizations.

Track the departmental budget and investigate any discrepancies with charges to budget line items. Prepare the appropriate budget transfer forms with the necessary adjustments for approval. Assist staff with financial paperwork.

Order and maintain department and Design Center supplies in a timely manner.

Utilize Hawk Link program for department processes including reserving banners and table reservation process, student employee applications and club expenditures.

Assist in the support of New Student and Family Orientation program by answering questions from families, incoming students, and the University Community.

Answer, respond and route telephone calls, faxes and e‑mails to appropriate staff member(s). Schedule appointments as needed.

Maintain and organize the central files for the department. Photocopy material as needed.

Receive and process incoming mail.

Internal/External Contacts:
University faculty, staff, students, parents and vendors.

Ability to function independently, pay close attention to detail, and prioritize multiple projects.

Exhibit a high degree of initiative for bringing tasks to successful completion and succeeding in achieving and stated goals.

Communicate clearly, purposefully and effectively to faculty and staff, students, parents and vendors in a professional manner.

Exhibit versatility and flexibility in a fast‑paced, unpredictable environment in order to meet and/or exceed the expectations of evolving priorities and needs.

Work effectively with others, sharing relevant knowledge and information as needed.

Ability to demonstrate a positive attitude and accept constructive criticism as a measure of modeling improved performance and outcomes.

Coordinate work study staff training with Associate Director.

Oversee the office safe and maintain the office cash bank/drawer, office deposits, and club and organization deposits according to established department procedures.

Maintain reservation book table and banners posting for advertisement purposes.

Proofread memoranda, letters and any significant publications for the department including but not limited to student handbook, Orientation materials, website text, student‑employee handbook, departmental publications, and annual report.

Ability to work nights and weekends as needed.

Attend weekly departmental meetings as required.

Prepare agendas and record minutes for weekly departmental meetings as required.

An Associate's degree in a related field.

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, Adobe Suite, and the Internet.

Minimum…