Administrative Assistant, Tutoring Center - Roger Williams University

Job Description:

Reporting to the Director of the Tutoring Center, the Administrative Assistant, Tutoring Center is responsible for performing a wide variety of administrative duties to assist professional staff members within The Tutoring Center (TC), as a part of the Center for Student Academic Success (CSAS).

Essential Functions / Characteristics

Convey information and answer questions related to TC procedures to prospective and current students and families as well as faculty and staff.

Assist the professional staff in routine office functions.

Work with new students in providing an overview of the office and services available.

Assist the TC department with the security of confidential materials including but not limited to tutoring records, payroll-related documents and academic records.

Recruit, hire, schedule, train, monitor, and handle payroll details of office assistants assigned to front desk and TracCloud station. Prepare work schedules and assign appropriate tasks for them to complete.

Work with Director to develop training materials and host training sessions for office assistants as needed.

Complete, review, and sign all Financial Aid work study employment authorizations (I-9, W-4, wage rate, earnings, personal identification) and obtain approval from Financial Aid required to hire all tutors.

Monitor the daily operations of the TracCloud software system for the purpose of maintaining accurate records of student tutor services usage.

Prepare, update, and enter all necessary information for new and returning student work study and payroll tutors into office database and TracCloud.

Monitor the University's timekeeping system on a daily basis for missed entries made by tutors and work study students. Research missing and/or incorrect data by following up with students, payroll personnel and coordinators and correct information as necessary.

In the absence of Director and professional staff, supervise, provide instructions, and monitor the activities of work study, tutors and tutored students in the Tutoring Centers.

Prepare all Personnel Action Forms (PAF) for faculty tutors assigned to respective centers.

Participate in IT training in support of database and content management systems, including TracCloud and Bridges.

Maintain professional staff calendars. Assist with scheduling meetings.

Plan and execute logistics for cohort-bonding events within the TC and for groups with connections to the TC (e.g., ILA and RISE).

Direct students to specific tutoring centers and tutors; assist tutors with logistical questions in the spaces, monitor noise and capacity in the spaces, oversee logging in./out students, and maintenance of equipment.

Assist with preparation for TC student and family sessions for all university recruitment events and New Student Orientation, including all logistics and readiness of materials.

Track general ledger expenditures according to established department procedures in preparation for monthly review with Director.

Coordinate travel arrangements for professional staff including working with outside vendors to secure flights, hotels, and conference details.

Receive, route, sort, and deliver incoming mail. Answer, screen, take messages, and route telephone calls with attention to customer service.

Maintain and report TC-related work study hours to the Financial Aid Department in order to meet their federal requirements.

Maintain time keeping system, ensuring that all student employee timecards are accurate, processed with a high degree of efficiency, and adhere to required standards.

Engage in University sponsored training sessions on topics such as supporting student mental health, using university information systems, cybersecurity, and office systems (Google Docs, Sheets, and Forms).

Order and maintain adequate supplies for efficient operation of the Center. Process all requisitions and corresponding billing according to established departmental procedures.

This is a full-time (35 hours) 10-month PSSA Level 3 Clerical Union position.

Requirements:

Associate's degree or equivalent.

Experience working in Higher Education.

A minimum of 3-5 years experience in and office setting with increasing responsibility.

Demonstrated ability to learn and efficiently use complex computing applications on systems and programs, including the University's enterprise computer system, Microsoft Office and disability related database systems.

Ability to work with little or no supervision.

Ability to multi-task while shifting priorities and tasks as needed.

Excellent organizational skills and attention to detail.

Ability to work in a team-oriented, fast-paced environment.

Excellent communication skills.

Ability to display sensitivity to the various needs of students from a wide range of backgrounds and experiences.

Preferred Qualifications

Bachelor's degree in Education or related field.

At the University's discretion, the education and experience prerequisites may be excepted 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.

Additional Information:

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, gender, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, 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

Application Instructions:

Please attach a resume, cover letter, and list of three (3) professional references. In your cover letter/letter of interest, in addition to listing how your qualifications meet the requirements of the position, please include information about how you would be able to contribute to RWU's diversity, inclusivity, and equity goals.

Department:

Center for Student Academic Success