Administrative Assistant, SHAE

Administrative Assistant – Roger Williams University

Position Summary:

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

• 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 form 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 as a liaison between faculty and visitors on details of arrangements.
• Assist faculty and staff in navigating the contract process.
• Oversee purchases of instructional materials requested by faculty and other purchase requisitions and orders.
• 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.
• 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,  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 or 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 utmost 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 post faculty announcements (e.g. class cancellations).
• Maintain various signage in offices (program advertisements, tutoring opportunities, news articles, university events).

• 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) 10‑month PSSA Level 3 Clerical Union position.

• 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…