Administrative Coordinator, Chemistry & EPS

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

ESSENTIAL DUTIES :

• 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%)
• 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%)
• 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%)
• 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%)
• 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%)
• 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%)
• 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%)
• 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%)

MARGINAL DUTIES :

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.

DISCLAIMER :

This job description indicates the general nature and level of work expected of the incumbent.  It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent.  Incumbent may be asked to perform other duties as required.

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

Compensation details : 30-32.5 Hourly Wage

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