Administrative Assistant, Extension School - Roger Williams University - Military veterans preferred

Roger Williams University

Location: Providence, RI Category: Professional and Clerical Posted On: Thu May 1 2025 Job Description:

The Administrative Assistant, ES is responsible for performing a wide variety of administrative duties to support the overall operations of Extension School. Including academic and business operations, finance, admissions, advising, registration, bursar, military benefits, the educational testing center, facilities management and campus/school events.

Essential Functions / Characteristics

Handle all aspects of office administration including but not limited to, greeting and assisting visitors, answering and directing telephone calls, monitoring various department e-mail and voicemail boxes, managing supplies, maintaining all office equipment, copying, filing and sorting and delivering mail.

Utilize Outlook or similar calendaring software, to schedule meetings and manage calendars, book rooms in 25Live or similar scheduling software.

Manage key and parking assignments, liaise with tech support for the assignment and collection of equipment as well as troubleshoot technology issues.

Ensure applicable offices are staffed during all Extension School business hours.

Perform data entry and processing of all ES and Third-Party registrations, build course schedules, process all registrar related forms including academic standard petitions. Complete and maintain basic tracking reports including current status of each transaction.

Assist military students with the benefit enrollment process, collect required paperwork, complete calculation worksheets, update systems and portals in accordance with stated deadlines, and input data to tracking spreadsheets. Utilize and complete timely and accurate reports for military benefits.

Liaise with the Bursar and Financial Aid on all matters related to military benefits for students.

Assist the Senior Accountant with the Bursar function. Collect payments from students, assist with reconciliations in accordance with stated deadlines, process and verify third party benefits and tuition reimbursements, manage account receivable processes, utilize and complete reports.

Assist the Director of Enrollment Management with clerical and administrative tasks related to admissions. This includes but is not limited to daily data entry and data/ file management.

Provide administrative support to the Dean, Department Managers and Program Directors for programs and new class development and implementation. This support includes completing correspondence, preparing spreadsheets and Power Point presentations, collating, copying and distribution of materials. Answer telephone calls, respond to emails, answer basic questions from students, parents, faculty, visitors and other RWU departments. Maintain various SharePoint Sites and Shared Document Folders.

Support the Dean, Director of Operations and Director of Enrollment Management in carrying out their responsibilities. This includes assistance with the Educational Testing Center, student filing and maintaining the file room, logistics for staff engagement activities and special events.

Assist the Dean and Director of Operations with reporting building deficiencies to the management company, performing classroom inspections and posting room schedules to assigned rooms at the beginning of each semester. Assist with staff and department moves, tracking furniture inventories and keeping listing of staff room assignments.

Assist with special projects such as transitioning to an electronic file format.

Maintain various signage in offices (program advertisements, news articles, University events).

Gain and maintain proficiency with the University Enterprise Software system and military portals. Attend meetings, webinars and trainings.

Be proficient with Elevate, University Enterprise Software system, Roger Central and SLATE for credit and non- credit offerings.

Ability to maintain confidentiality and an atmosphere of professionalism at all times.

Excellent verbal and written communication skills with excellent interpersonal and organizational skills.

Knowledge of general office and records management procedures.

Ability to handle multiple projects and work independently

Effectively using interpersonal and oral communications skills.

Effectively using organizational and planning skills with attention to detail and follow-through.

Demonstrated proficiency in written communication with an ability to copy edit for clarity and format documents for consistency and visual appeal.

Ability to follow oral and written procedures and instructions.

Ability to work in a team environment.

Able to be flexible with shifting department priorities with little notice

Internal/External Contacts: University faculty, staff, students, alumni, vendors, officials.

Additional Functions

Assist department staff and management with projects as needed.

This is a full-time (40 hours) PSSA Level 3 Clerical Union position.

An Associate's degree in a related field.

A minimum of 3 - 5 years of relevant office, processing, administrative and clerical experience.

Be proficient in Microsoft Office Suite (beginner to intermediate level) and o365, in particular creating and maintaining SharePoint sites and shared files.

A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department.

Must have strict attention to detail, organizational skills, motivation, and self-direction.

Preferred Qualifications

Associates degree in business administration.

At the University's discretion, the education and experience prerequisites may be accepted where the candidate can demonstrate, to the satisfaction of the University, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Roger Williams University is an affirmative action/equal opportunity employer and committed to a diverse workforce. All applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or any other basis protected by applicable state and federal law. For information on our Non-discrimination policy, visit here.

RWU prohibits all forms of discrimination on the basis of sex in its education programs and activities and is required by Title IX of the Education Amendments of 1972 (Title IX) and its implementing regulations not to discriminate in such a manner. Complaints of Title IX sexual harassment should be reported to the Title IX Coordinator at the contact information listed below. Details regarding the formal complaint process can be found here: Title IX Sexual Harassment Policy and Procedures. All complaints of sexual harassment will be taken seriously and responded to promptly. TITLE IX COORDINATOR: Dr. Jen Stanley, 1 Old Ferry Road, Bristol, RI 02809 / Phone Number: (401) 254-3123 /Email Address: jstanley@rwu.edu

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