Administrative Assistant, Extension School

Roger Williams University; Providence (RI); On-site; USD 40,000 - 60,000; Full time

Job summary

An established institution is seeking a dedicated Administrative Assistant to support the Extension School's operations. This role involves a variety of administrative tasks, from managing office functions and scheduling meetings to assisting military students with benefits enrollment. The ideal candidate will demonstrate strong organizational and communication skills while maintaining professionalism and confidentiality. Join a vibrant community committed to diversity and academic excellence, where your contributions will help shape the educational experience for students. If you are ready to make a difference in a supportive environment, this opportunity is perfect for you.

Qualifications

• 3-5 years of relevant administrative and clerical experience.
• Proficiency in Microsoft Office Suite and Office 365, especially SharePoint.

Responsibilities

• Support overall operations of the Extension School with various administrative duties.
• Manage office administration, including greeting visitors and scheduling meetings.

Skills

Microsoft Office Suite

Office 365

SharePoint

Communication Skills

Organizational Skills

Education

Associate's Degree in a Related Field

Associate's Degree in Business Administration

Tools

University Enterprise Systems

Database Applications

Web Content Management

Job description

Roger Williams University Job Posting: Administrative Assistant, Extension School

Category: Professional and Clerical

Department: Academic Programs, ES

Location: Providence, RI

Posted: May 1, 2025

Closes: Open Until Filled

Type: Full-time Regular

Ref.No.: 2406

PositionID: 187813

About Roger Williams University:

At Roger Williams University, students are prepared to be thinkers and doers ready to solve challenging problems with innovative solutions. RWU offers 50 majors and robust offerings of graduate and professional programs across eight schools of study including Rhode Island's only law school, with campuses on the coast of Bristol and in the heart of Providence, R.I. With small classrooms and a focus on undergraduate and graduate research and community engagement, a Roger Williams education blends the strength of liberal arts and professional studies, providing all students with the depth and breadth of interdisciplinary thinking and well-rounded knowledge necessary to succeed in our interconnected, global world. RWU is committed to strengthening society through engaged scholarship so that students graduate with the ability to think critically and apply the practical skills that today's employers demand.

Roger Williams University seeks to recruit and support a broadly diverse community of faculty and staff. We value all races, genders, identities, and abilities. RWU is committed to creating a thriving community that encourages lifelong learning, professional development, and academic innovation.

Job Description:

The Administrative Assistant, ES, supports the overall operations of the Extension School by performing various administrative duties, 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: greeting visitors, answering calls, monitoring emails and voicemails, managing supplies, maintaining office equipment, copying, filing, and mail delivery.
• Use Outlook or similar software to schedule meetings and manage calendars; book rooms via 25Live or similar scheduling tools.
• Manage key and parking assignments; liaise with tech support for equipment; troubleshoot technology issues.
• Ensure offices are staffed during all Extension School business hours.
• Perform data entry and processing for ES and third-party registrations; build course schedules; process registrar forms; maintain tracking reports.
• Assist military students with benefits enrollment, collect paperwork, update systems, and input data into spreadsheets; generate reports.
• Liaise with the Bursar and Financial Aid regarding military benefits.
• Assist the Senior Accountant with bursar functions: collecting payments, reconciliations, processing benefits, managing accounts receivable, and reporting.
• Support the Director of Enrollment Management with admissions-related clerical tasks, including data entry and file management.
• Provide administrative support to the Dean, Department Managers, and Program Directors: prepare correspondence, spreadsheets, presentations, and distribute materials; answer calls and emails; maintain SharePoint sites.
• Support the Dean, Director of Operations, and Director of Enrollment Management with various tasks, including managing the Educational Testing Center, student files, event logistics, and building inspections.
• Assist with transitioning to electronic files, maintain signage, and attend relevant training sessions.
• Proficiency with university enterprise systems and military portals is required.
• Maintain confidentiality, demonstrate professionalism, and possess excellent communication and organizational skills.
• Handle multiple projects independently, follow procedures, work well in teams, and be adaptable to shifting priorities.

Additional Functions:

• Assist with departmental projects and staff engagement activities.
• This is a full-time (40 hours) PSSA Level 3 Clerical Union position.

Requirements:

• Associate's degree in a related field.
• 3-5 years of relevant administrative and clerical experience.
• Proficiency in Microsoft Office Suite (beginner to intermediate) and Office 365, especially SharePoint.
• Ability to learn and operate database applications, web content management, ERP systems, and other university systems.

Preferred Qualifications:

• Associate's degree in business administration.
• Equivalent education and experience may be considered.

Additional Information:

RWU is an equal opportunity employer committed to diversity. All applicants will be considered without regard to race, color, religion, sex, national origin, or other protected categories. For our non-discrimination policy, visit our website. We also prohibit discrimination based on sex under Title IX. Complaints should be directed to the Title IX Coordinator: Dr. Jen Stanley, 1 Old Ferry Road, Bristol, RI 02809, [phone], [e-mail].

Application Instructions:

Please attach a resume, cover letter, and a list of three professional references.