Provide administrative support to the Department Chairs, Faculty, Lab Coordinators, and majors, as well as support the administration of grants for the research labs active within the departments.
1. Responsible for departmental budget management, including budget recording and database maintenance, and filing; facilitate ordering of course lab supplies, materials, and equipment; obtain price quotes; process payments, reimbursements, transfers, etc.; oversee equipment service contracts for scientific and sensitive equipment; schedule annual maintenance, and repairs when necessary; track lab equipment and refrigeration inventories; and library book ordering. General reports as needed. (30%)
2. Serve as the grant coordinator. Monitor departmental grant correspondence and maintain budgets in coordination with grantees; place orders and process payments; oversee student research stipends, and payroll consistent with the department’s duties. Generate reports as needed. Maintain files of grants for 11 years as identified in the College’s Record Retention and Destruction Policy. Work closely with the office of Sponsored Programs and Research Compliance and Financial Services. (30%)
3. Assist faculty, lab coordinators, and students with administrative tasks. Maintain departmental records and databases. Compose and respond to written, verbal, and electronic correspondence. Photocopy, file, answer phones, greet and direct students and visitors, sort, open, and distribute mail, order office supplies, and shipments; prepare packages, facilitate repairs of equipment, and other materials as necessary. Update and maintain the promotional information booklets for both majors and the public. (15%)
4. Maintain undergraduate records of students in the degrees offered by the departments. Manage departmental files and databases of alumni. Collect and retain faculty syllabi each semester. Maintain student database of academic and research travel records. Generate statistical reports as needed. (5%)
5. In conjunction with the Lab Coordinators, maintain regular contact with Physical Plant and Environmental Health and Safety for a variety of items, in particular: compliance of Chemical Hygiene Plan, ordering and delivery of highly sensitive scientific supplies, chemicals, gases, and equipment, and building/lab maintenance and issues such as biohazard, chemical, and sharps/glass removal. (5%)
6. Oversee and enter student registrations for Research and Internship courses and all other courses and their respective labs which require pre-registration each semester (i.e., those which are By Permission/Chair Only). These additional courses vary by semester. (5%)
7. Assist in the coordination and planning for departmental events, such as, meetings, guest speakers, Senior Sciences Commencement Reception, Orientations for new and transfer students, and faculty searches. Compile final degree data of the seniors in both fall and spring. Prepare Senior Awards for distribution at the Academic Awards Ceremony. Coordinate with Physical Plant and Food Services for event set-up. Assist outside speakers, visiting scientists, et. al. with correspondence, travel arrangements, interview schedules, seminar arrangements, A/V needs, as needed. Prepare and process honorariums, travel expenses, etc. (5%)
8. Supervise student employment for office assistants, lab assistants, and research technicians. Process the paperwork and approve time sheets. Interact with Financial Aid and the Payroll office. Secure reservations or rental of vans for field courses, either through Athletics or an outside vendor. (5%)
Perform all other duties as may be required
Education and Experience Required
- High School education or equivalent required - Three to five years of related experience or an equivalent combination of education and experience - Advanced working knowledge of work processing and database systems required - Excellent organizational and communication skills - Ability to work independently and under deadline pressure and to prioritize assignments while juggling multiple tasks
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: - Sitting in a normal seated position for extended periods of time - Reaching by extending hand(s) or arm(s) in any direction - Finger dexterity required to manipulate objects with fingers rather than with whole hand (s) or arm(s), for example, using a keyboard - Communication skills using the spoken word - Ability to see within normal parameters - Ability to hear within normal range - Ability to move about
Providence College does not discriminate against any person because of race, color, national and ethnic origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation, gender identity, religion, disability, age, veteran status, or genetic information. The College will develop, and from time to time update, an affirmative action program and will insist on a good-faith effort on the part of its employees to comply with the program. The College will request and expect its agents and those with whom it conducts its affairs to meet the commitment of this important program.
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, email@example.com). The Title IX Coordinator is the Assistant Vice President for Student Development and Compliance (Dr. James Campbell, Slavin 203, 401.865.2676, firstname.lastname@example.org). 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, email@example.com) and the Office of the Assistant Vice President for Student Development and Compliance (Dr. James F. Campbell, Slavin 203, 401.865.2676, firstname.lastname@example.org.