Program Coordinator School of Law - Roger Williams University
Roger Williams University
August 11, 2018
Bristol, Rhode Island
Location: Bristol, RI Category: Staff positions Posted On: Mon Jul 9 2018 Job Description:
Under the direction of the Director, Marine Affairs Institute and RI Sea Grant Legal Program, the Program Coordinator works with the staff of the Marine Affairs Institute to advance and accomplish the programs, events, and initiatives associated with the Institute. The incumbent manages daily operations of the Institute, serves as the initial contact person for the Institute's many and diverse constituencies, and coordinates Institute events.
Under the direction of the Director of the Office of Program and Events, the Program Coordinator directly communicates to the judiciary, alumni, students, donors, and friends of the School of Law as the initial point of contact. The incumbent performs various tasks to achieve successful School of Law special events and programs.
The incumbent spends fifty percent of the time assisting the Marine Affairs Institute and fifty percent of the time assisting Programs & Events.
Marine Affairs Institute Office Management
Maintain electronic and hardcopy files for all 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, reporting, and interacting with University Finance Department personnel, as needed.
Manage Law Fellow program administration, including timesheet logs, reimbursements, project status forms, files and databases.
Track budget and related accounts, providing reports and administrative support to the Director, as needed.
Maintain Institute's resources, including ordering office materials and books, and updating the Institute's webpage 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.
Programs and Events Office Management
Maintain purchase order requisition documentation for purchases, complete payment requests, and prepare invoices.
Maintain electronic and hardcopy files.
Maintain databases for all constituents.
Manage ticketing and registration system.
Work with event vendors, and track and maintain an organized storage area.
Actively maintain and update the Law Event Display Screen and the Upcoming Events webpage.
General Office Duties
Ensure office is staffed during business hours and 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, etc.
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 supplies budget, monitoring of 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, as necessary.
Work with University Marketing and Communications Department in the preparation of all event and promotional materials for publication and coordinate printing.
Actively execute content changes and maintenance of websites and coordinate with webmaster, as necessary.
Coordinate department and staff calendars.
Support the Institute staff in activities with professional organizations, including conference registrations, preparations, and expense reports.
Support the Director, staff, and adjunct faculty for Marine Affairs in course preparation and administration, as needed.
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.
Create and manage student work-study schedules and delegate work-study projects and tasks.
Coordinate, maintain, and organize greetings cards for School of Law public relation needs.
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.
Event Planning for Office of Programs & Events
Coordinate all conference and special event mailings including organization of mail house pick-up/drop-off.
Assist with the planning and execution of the CALI Student Recognition events.
Coordinate with the Director of Diversity Exploring Equality Roundtables including catering and event marketing.
Offer assistance, direction, and guidance to student organization planning including event space availability.
Coordinate maintenance and registration for all special event programs including producing nametags and registration packets for events, producing CLE forms, and preparing event signage, as needed.
Travel to various event locations, work on-site registration, and set-up and breakdown events, as needed.
Prepare paperwork and submit CLE credits for applicable School of Law events.
Develop and build events on social media, maintain reservations, and produce e-marketing and registration reports.
Assist with Commencement event management including parking requests, announcement distribution, platform regalia, program production, and special needs requests.
Reserve School of Law space, schedule non-academic events, and send confirmations.
Assist with media service and facility requests for events, as needed.
Prepare required labels/merge format including research and coordination of names and addresses for special events invitations.
Coordinate and prepare special event photography files.
Prepare School of Law marquis event signs.
Associate's degree in a related field. Previous experience in administrative operations and event management. Excellent interpersonal skills and the ability to interact successfully with a variety of constituents. Possession of a positive, can-do attitude. Demonstrated possession of initiative and a collegial approach with others, with the ability to work independently, multitask 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. Available to work nights and weekends, as needed.
Preferred Qualifications: Bachelor's degree in a related field. Strong knowledge of social media and viral marketing. Experience in an academic setting. Knowledge using 25Live and University Tickets.
As an institution committed to strengthening society through engaged teaching and learning as well as building the university that the world needs now, Roger Williams University values inclusion, seeks to reflect the diversity of the region and create access to higher education and career success.
The University seeks candidates who, through their work and life experiences, service to the community, and teaching or research, can contribute to our diversity, inclusivity, and equity goals.
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 and Title IX policy, visit: rwu.edu/NDT9
Salaries for new hires at Roger Williams University usually fall between the minimum and midpoint of the salary range.
Minimum 25th Midpoint 75th Maximum
$39,286 $42,993 $46,701 $50,408 $54,114
Internal Number: 99807
About Roger Williams University
Roger Williams University is inextricably connected to Roger Williams, the 17th-century leader devoted to freedom of conscience and social justice who founded a community in Rhode Island based on those tenets. Roger Williams' philosophy, and what has been called his 'lively experiment,' nurtured the growth of vibrant and open societies. Our pursuit of excellence in education, academic accomplishment and community service is rooted in his focus on intellectual exchange, critical thinking, inclusiveness and innovation as a means of improving a free society. It is this legacy that inspires our core purpose.