Program Coordinator, Office Of Program & Initiatives, SOL - Roger Williams University

Job Description:

Reporting to the Director of Programs & Initiatives, the Program Coordinator is responsible for advancing and accomplishing the programs and initiatives associated with the Office of the Dean. The Program Coordinator administers daily operations of the Unit, serves as the initial contact person for the School of Law Race Center and the Unit's many and diverse constituencies and community partners, coordinates programs, and handles stewardship processes. Under the supervision of the Director, the Program Coordinator directly communicates to the judiciary, alumni, students, donors, and friends of the School of Law as the initial point of contact.

Office Management

• Maintain files for all programs, grants, and initiatives.

• Develop and maintain a database and files for all programs including the Race Center and Integrating Doctrine & Diversity Programming.

• Responsible for contract management.

• Interact with University Finance Department and Office of General Counsel personnel, as needed.

• Responsible for budgeting and expenses for department.

• Track budgets and related accounts, providing reports and administrative support to Directors, as needed.

• Reconcile credit card expenditures and prepare payment requests.

• Prepare invoices for community partners.

• Track, maintain, and organize office and stewardship supplies.

• Coordinate with vendors for sponsored events.

• Actively maintain and update the School of Law's Event Display Screen.

• Manage telephone, in-person, and electronic visitor traffic.

• Serve as the Unit's liaison and provide excellent customer service to diverse constituents, including current and prospective students, full-time and adjunct faculty, University and School of Law staff and administration, Judiciary, Community Partners, Advisory Board members, program attendees and external vendors;

• Actively execute content changes and maintenance of Unit websites including but not limited to School of Law Events, Race Center, Integrating Doctrine and Diversity, and coordinate with webmaster as necessary.

Staff Support

• Support School of Law in activities with professional, community, and legal organizations, including conference registrations, sponsorships, preparations, and expense reports.

• Assist with coordination of annual awards and scholarships;

• Create and manage Unit student work-study schedules and delegate work-study projects and tasks;

• Coordinate, maintain, and organize greetings cards for School of Law public relation needs.

Program Planning

• Coordinate and implement all aspects of planning and organization for all Office of the Dean sponsored programs virtually and both on- and off-campus including assisting with promotional material development, distributing invitations, securing room reservations, catering, organizing accommodations, preparing materials such as programs, notebooks or handouts, managing event budgets, and coordinate audio visual equipment.

• Work with University Marketing, as needed, in the preparation of all Unit promotional materials (drafts through final version) for publication and coordinate printing with University Marketing Department;

• Provide assistance to limited student programs and student organizations such as the 1L Honors Program Dinner, Law Review Symposium, and Barrister's Ball, including providing assistance with event organization, promotion and execution;

• Coordinate all Office of Programs & Initiatives conference, and program mailings including organization of mail house pick-up/drop-off;

• Offer assistance, direction and guidance to colleagues regarding program planning and 25Live location space availability;

• Coordinate the maintenance and registration for all programs including producing nametags for programs, registration packets, and CLE forms. Prepare program signage as needed.

• Travel to various program locations, work on-site registration, set-up, and breakdown of event, as needed.

• Coordinate CLE Programs both virtually and in-person.

• Prepare paperwork and submit CLE credits for applicable School of Law programs.

• Produce registration reports on University Tickets.

• Assist the Programs & Initiative Director with Law Commencement Ceremony program management.

• Reserve Law School space, schedule non-academic events, and send confirmations through the scheduling system.

• Assist with media service and facility requests as needed for programs.

• Prepare required labels and merge format for programs including research and coordination of names, addresses, and email for program invitations.

• Coordinate program photography files for use online, on social media, and stewardship.

• Utilize Canva to design promotional materials.

Additional Functions

• Attend periodic University meetings of the Campus Events Operation Committee.

• Take photographs at law programs as needed.

Requirements:

• Associate degree or five years of experience in a related discipline.

• Previous experience in administrative operations and event management.

• Excellent interpersonal skills and the ability to interact successfully with a variety of constituents both in person and in written communications.

• Demonstrated ability to serve the mission of the law school, including its commitment to diversity, equity, inclusion, and social justice.

• Demonstrated possession of initiative and a collegial approach with others, with the ability to work independently, multi-task and prioritize projects based on workload while meeting deadlines.

• Excellent oral and written communication skills, including editing and proofreading.

• Demonstrated intermediate proficiency in current computer applications including Microsoft Office Suite, Office Publisher, and Adobe Acrobat 9 Pro.

• Available to work nights and weekends as needed.

Preferred Qualifications

• Bachelor's degree in a related discipline.

• Strong knowledge of social media and viral marketing.

• Experience in an academic setting.

• Knowledge in 25Live.

• Knowledge in Canva.

• Experience with Zoom management of meetings and webinars.

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.

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

Salaries for new hires at Roger Williams University usually fall within the following range for this position:

$41,732 - $45,000

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:

Programs & Events, SOL