Roger Williams University Hiring for Administrative Assistant, Marine Affairs Institute – Roger Williams University Full Time

Location: Bristol, RI Category: Professional and Clerical Posted On: Tue Feb 14 2023 Job Description:

ing to the Director, Marine Affairs Institute and Rhode Island Sea Grant Legal Program, the Administrative Assistant works with the staff of the Marine Affairs Institute to advance and accomplish the programs, events, and initiatives associated with the Institute as well as managing the daily operations of the Institute. The Administrative Assistant serves as the initial contact person for the Institute’s many and diverse constituencies, and coordinating Institute programming.

Marine Affairs Institute Office Management

Maintain electronic and hard copy files for all Institute programs, events, grants, initiatives, and Marine Affairs curriculum.

Develop and maintain student databases and files, including prospective students, current joint degree students and law fellows, Knauss fellows, and alumni.

Assist the Director with grant and contract management, including invoicing, ing, budget management, and interacting with University Finance Department personnel, as needed.

Assist in management of Law Fellow program administration, including time sheet logs, reimbursements, project status forms, files and databases.

Assist in administration of clinical externship programs in marine affairs and environmental law.

Assist in the administrative tasks of the Journal of Maritime Law and Commerce.

Track budget and related accounts, providing s and administrative support to the Director, as needed.

Maintain Institute’s resources, including ordering office materials and books.

Manage and update the Institute’s web pages and social media platforms.

Respond to prospective and current student requests for information on Institute activities and other related programs.

Coordinate the maintenance of informational brochures and handouts for Institute programs.

Coordinate the compilation and update of informational packages for prospective students.

Coordinate the maintenance of Institute displays in designated display cases and bulletin boards.

General Office Duties

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

Serve as a liaison and provide excellent customer service to diverse constituents, including but not limited to current and prospective students, University and School of Law faculty, staff, and administration, and Marine Affairs Institute partners.

Protect the confidentiality of information, both verbally and/or written.

Manage credit card, including logging expenditures and coordinating processing of monthly statements to Business Services with appropriate backup documentation.

Perform general office duties to include monitoring and ordering office supplies, tracking the supply budget, monitoring all office equipment, maintenance of all file systems, handling maintenance requests, and postal delivery/pick-up, as required.

Conduct invoicing of outside vendors and other grant or contract funders.

Actively execute content changes and maintenance of websites and coordinate with webmaster as necessary.

Staff Support

Support the Institute staff in activities with professional organizations, including conference registrations, preparations, and expense s.

Support the Director, staff, and adjunct faculty for Marine Affairs in course preparation and administration.

Assist with the Institute’s graduation awards, coordinating their purchase and presentation.

Assist with Institute strategic planning and Advisory Board management by providing administrative support and attending off-site Advisory Board meetings.

Event Planning for Marine Affairs Institute

Coordinate and implement all aspects of planning and organization for Institute-sponsored events both on- and off-campus, including assisting with promotional material development, distributing invitations, social media advertising, securing room reservations, catering, organizing accommodations, preparing materials, managing event budgets, and coordinating audio and visual equipment.

Assist students and student organizations with event organization, including promotion, execution, and making travel arrangements for students attending professional events.

Additional Functions

Take photographs at Marine Affairs Institute events, as requested.

Job Requirements:

Associate’s degree in a related field.

Previous bookkeeping and administrative support experience.

Excellent interpersonal skills and the ability to interact successfully with a variety of constituents.

Demonstrated possession of initiative, 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.

Demonstrate intermediate proficiency in current computer applications including Microsoft Office Suite, Office Publisher, and Adobe Acrobat.

Preferred Qualifications

Bachelor’s degree in a related field.

Experience in an academic setting.

Interest in ocean and coastal issues.

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 ed 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 between the minimum and midpoint salary ranges.
$20.06 – $23.85

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