New England HERC

Overview:

Essential Duties:

1. Provide operational and administrative support to the Executive Director of Operations and oversee general office operations through management of the front desk and reception area of the office. Assist the Director in planning and carrying out activities related to the efficient operation of the office. Maintain front office manual, updating all forms, documents, etc. Develop and manage office systems, including digital and paper filing. Develop, create, and/or run reports through Affinaquest CRM database as needed. Collaborate with Director on evaluation of staff hardware and software requests, as needed. Place/track orders on computer hardware in consultation with lnfonnation Technology and Director. Manage and maintain inventory of all technology equipment. Coordinate services and work orders with Information technology and Physical Plant.
2. Coordinate with Purchasing and Accounts Payable on purchase orders, expense reports, invoices, credit card reports, etc. Ensure all credit card reports are submitted within an appropriate timeframe. Process accounts payable invoices accurately and within appropriate timeframes. Design, develop, and/or maintain appropriate financial management/reporting systems. Develop and maintain spreadsheets and other materials to support management and oversight of expenses, vendors, budgets, and other needs as appropriate. Maintain vendor and financial file management and database management systems, expense tracking, and report generation.
3. Assist with the coordination of onboarding of new employees and offboarding of departing employees. Maintain, update, and enhance onboarding manual and department's internal online portal. Coordinate with Director to develop infonnation that provides clear policies about division's policies and procedures. Use formal orientation processes to ensure on/offboarding programs are consistently executed. Develop and maintain written onboarding plans. Ensure that the program is monitored over time.
4. Hire, train, supervise, student workers for office. Plan and coordinate daily assignments. Prioritize projects and coordinate assignments of work with other support staff for student workers.

Marginal Duties:

1. Serve as the primary back-up to the Senior Executive Assistant for the Senior Vice President of Institutional Advancement.
2. Perform all other duties as may be required.

Education and Experience Required:

• Associate's Degree in a related field from an accredited institution.
• Three to five years of administrative support or an equivalent combination of education and experience.
• Collaborative team player who interacts successfully and professionally with colleagues and external constituents.
• Excellent time and project management skills, ability to consistently meet deadlines with meticulous attention to detail.
• Ability to manage multiple priorities simultaneously and independently and execute decisions with discretion.
• Manage confidentiality of extremely sensitive business and personal information. Strong ability to work independently, problem-solve, think strategicaJly and be proactive.
• Attention to detail and organi2.ational skills to coordinate a larger number of administrative tasks with minimal supervision.
• Excellent verbal/written communication and interpersonal skills.
• Demonstrated proficiency with Microsoft Office Suite (Teams, Excel, Word, etc.) with an emphasis on Excel skills. Knowledge and literacy in support programs such as Adobe Suite, Vizio, Canva, etc.
• Experience with CRM software including Affinaquest/Salesforce and Banner (Preferred).

Employee Status: Full Time

Union Status: Non-Union

EEO Statement:

About Providence College

Notice of Non-Discrimination Providence College admits students of any race, color, national and ethnic origin, sex, gender, sexual orientation, gender identity, religion, disability, age, or veteran status, and without regard to genetic information, to all the rights, privileges, programs, and activities generally accorded or made available to students at the College. It does not discriminate on the basis of race, color, national and ethnic origin, sex, gender, sexual orientation, gender identity, religion, disability, age, veteran status, genetic information, or any other applicable legally protected basis, in the administration of its education policies, admission policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. In accordance with Title IX, it does not discriminate on the basis of sex in its educational programs or activities. Nothing in this Notice shall require Providence College to act in a manner contrary to its Dominican mission and the teaching and tenets of the Catholic Church, and the College reserves the right to take actions designed to ensure and promote its Catholic and Dominican mission. The College’...s Equal Opportunity/Affirmative Action Officer, and ADA/Section 504 Coordinator is the Associate Vice President for Human Resources (Kathy Alvino, Harkins 302, 401.865.2430, kalvino@providence.edu). The Title IX Coordinator is the Assistant Vice President for Student Development and Compliance (Dr. James Campbell, Slavin 203, 401.865.2676, james.campbell@providence.edu). The Title IX Coordinator is assisted by deputy coordinators, including members of the faculty and the administration (http://www.providence.edu/sexualharassment). Inquiries regarding ADA/Section 504 issues for students may be directed to the Office of Academic Services (Jonathan Gomes, Library 229, 401.865.2470, jgomes3@providence.edu) and the Office of the Assistant Vice President for Student Development and Compliance (Dr. James F. Campbell, Slavin 203, 401.865.2676, james.campbell@providence.edu.

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