Position Information

Position Title Administrative Assistant for Institutional Diversity, Equity, and Compliance

Overview

Provide administrative support for the day-to-day operations of the Office of Equity Compliance.

Essential Duties:

• Maintain and support filing systems including confidential files/information, records, and reports; input confidential data into databases related to harassment, discrimination, sexual misconduct, etc., and maintain records related to specific areas. Compose and review correspondence independently; prepare responses to emails, general correspondence, and personal inquiries of a sensitive and confidential nature for appropriate approval; formats, types, proofreads, duplicates and distributes policies, procedures, correspondences, notices, lists, forms, memoranda and other materials according to established procedures, policies and standards on behalf of the Office of Equity Compliance. (35%)

• Interact with external constituencies via phone, email, and in-person to arrange meetings, event invitations and follow-up correspondence. Screen office visitors and telephone callers; respond to sensitive questions, complaints relevant to the Office of Equity Compliance/Institutional Diversity, Equity, and Inclusion, and requests for information from administrative, management, academic, and/or classified staff, and the public in a trauma-informed and culturally inclusive manner; communicate information where knowledge and interpretation of policies and procedures are necessary. (10%)

• Assist in budget administration for Equity and Compliance, track and reconcile budget activity; post, monitor and track invoices, credit card and other expenditures; prepare purchase requisitions, check requests, independent contracts, and claims for reimbursement; calculate and process stipends and other related budget administration; resolve invoicing, purchase order, and other financial documentation questions or problems with vendors; prepare financial documents and reports and prepare and balance financial summaries. (10%)

• Manage and promote the Office of Equity Compliance and divisional third-party training and administrative accounts and other related training resources and materials. Coordinate, schedule, and arrange meetings including location, seating, dining, and audiovisual equipment, coordinates activities with other divisions and departments. Coordinate and oversee specialized functions or projects, including assisting with the coordination of events/professional development related to the functional areas supported by this role; helps facilitate virtual and in person trainings; assures that work is performed in a timely and accurate manner; use independent judgment to develop and provide recommendations, suggestions, or information as appropriate. (15%)

• Serve as liaison between Equity and Compliance, Institutional Diversity, Equity, and Inclusion, the campus community and community at large by relaying messages, answering questions, clarifying information, explaining policies and procedures in a trauma-informed and culturally inclusive manner, or referring inquiries to the appropriate personnel as necessary. (10%)

• Perform administrative support duties for Equity and Compliance as well as divisional support for Institutional Diversity, Equity, and Inclusion; serve as back-up support for the Executive Assistant for Institutional Diversity, Equity, and Inclusion to include a variety of clerical, technical and administrative tasks. (20%)

  Marginal Duties:

• Perform all other duties as may be required.

  Education and Experience Required

• High school diploma or equivalent from an accredited institution is required.

• Three to five years of work experience in a customer service focused office or an equivalent combination of education and experience.

• Experience with Microsoft Office required and experience with Ellucian Banner is preferred.

• Experience with Maxient is preferred.

• Excellent interpersonal and relations skills, including ability to build and sustain key relationships with internal and external constituents.

• Excellent oral and written communication skills.

• Must be able to maintain a high degree of confidentiality.

• Ability to plan and arrange own work, including organizing, tracking, and prioritizing tasks, and assignments.

  Physical Demands

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

  Employee Status Full Time

  Salary Grade

  Salary Information

  Salary $26/hour - $28/hour

  Benefits

Providence College offers a comprehensive range of valuable benefits to eligible employees, which are designed to:

• Promote the health and well-being of you and your family

• Provide financial security while you are working

• Build financial resources for retirement

• Help you balance personal and work responsibilities

• Provide educational opportunities for you and your family

These benefits include but are not limited to health, dental, 403b retirement plan, flexible benefits plan, tuition benefits, employee assistance plan, college paid basic life insurance and long-term disability insurance, and paid time off. To learn more, please visit our Employee Benefits website by clicking the following link: https://human-resources.providence.edu/benefits/

Union Status Non-Union

Shift:

If other, please enter regular schedule.

EEO Statement

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.

Posting Detail Information

Requisition Number AS997P

Closing Date

Open Until Filled

Special Instructions to Applicants

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you have experience in navigating sensitive information?

• yes

• no

• • Do you have experience using Maxient?

• yes

• no

  Documents Needed To Apply

  Required Documents

• Resume

• Cover Letter

  Optional Documents

• Diversity Statement