Brown University — Administrative Coordinator

Job Description:

The Administrative Coordinator is responsible for providing day to day support for the Administrative and Financial Services division within the Department of Public Safety.  Responsibilities and tasks include processing weekly payroll, invoices and purchase requests; reconciling purchasing card transactions; supporting hiring processes; editing the department’s Web site; coordinating logistical support for meetings and events; and submitting requests for building repairs and renovations.  The Coordinator also supports the Professional Standards Bureau with preparations for yearly re-accreditation processes and audits.   Finally, the Coordinator serves as back-up to the Executive Assistant for the Vice President of Public Safety.

Major Responsibility:  Provide general support for financial operations in DPS.    (40%)

Supporting Actions:

  • Assist with weekly payroll submissions for approximately 75 employees.  Ensure adherence to compensation-related provisions in the collective bargaining agreement (overtime, premium pay, shift differentials, etc.)
  • Proactively respond to purchasing needs for staff.  Implement Brown University procedures for purchasing products (using Workday system) and services from internal departments, external vendors, and consultants.
  • Initiate and track for processing all financial paperwork such as purchase orders, expense reports, and Professional Service Agreements.  Identify any problems, irregularities or errors in financial information and work to correct them. Work with staff to obtain quotes from vendors and receive purchase approvals.
  • Prepare journal entries for internal billing and expense reallocations.
  • Reconcile purchasing card statements.
  • Support hiring processes by creating position requisitions in Workday; updating applicant pools after each phase of testing; and scheduling interviews.

Major Responsibility:   Provide general administrative support for the Department of Public Safety.  (30%)

Supporting Actions:

  • Assist with preparation and distribution of documents and various communications.
  • Answer the main phone line and direct callers as appropriate.
  • Assist with scheduling meetings and interviews.
  • Assist with editing the department’s Web site.
  • Serve as back-up to the Executive Assistant to the Vice President for Public Safety.

Major Responsibility:   Provide administrative support for annual CALEA re-accreditation processes.  (15%)

Supporting Actions:  

  • Assist with collecting required documentation from DPS units as well as other campus departments.  Track status of requests for documentation.
  • Redact personal or identifying information from documents as needed.
  • Upload documents to PowerDMS.
  • Coordinate logistical arrangements for CALEA on-site visits.

Major Responsibility:   Assist with coordinating department training programs, events, meetings, and conferences.  (15%)

Supporting Actions: 

  • Coordinate logistical support for various department meetings and events, including staff appreciation, community relations and outreach, and training programs.
  • Reserve event location and any required audiovisual equipment
  • Submit catering orders.
  • Produce and distribute event materials/invitations as needed.

Education and Experience: 

  • Associates degree with a minimum of 2-3 years of related administrative experience, or equivalent combination of education and work experience.
  • Experience in an academic or non-profit setting preferred.
  • Prior financial experience preferred.

Job Competencies
Indicate the essential job competencies. Competencies are required knowledge, skills and abilities necessary to perform the job successfully.

  • Excellent communication skills
  • Must be able to handle sensitive and confidential information with discretion.
  • Customer-focused, customer service oriented
  • Excellent attention to detail
  • Excellent administrative and organization skills
  • Initiative and ability to work independently and as a member of a team
  • Ability to multi-task and prioritize workload
  • Proficient in Microsoft and Google platforms
  • This position requires a strong commitment to promoting diversity

Vaccination Requirements:
In order to maintain 90% or greater universal vaccination rates on campus, all newly hired employees at Brown University must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. All employees must also receive a COVID-19 booster within thirty (30) days of becoming eligible. For more information, please visit the Healthy Brown site.

EEO Statement:
Brown University is an E-Verify Employer.

Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.

All offers of employment are contingent upon successful completion of a background check and education verification.

Recruiting Start Date:
2022-08-19-07:00

Job Posting Title:
Administrative Coordinator

Department:
Public Safety Office of the Chief

Grade:
Grade 7

Worker Type:
Employee

Worker Sub-Type:
Regular

Time Type:
Full time

Scheduled Weekly Hours:
37.5

Position Classification:
Hybrid Eligible

Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Vaccination Requirements:
In order to maintain 90% or greater universal vaccination rates on campus, all newly hired employees at Brown University must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. All employees must also receive a COVID-19 booster within thirty (30) days of becoming eligible. For more information, please visit the Healthy Brown site.

Still Have Questions?
If you have any questions you may contact employment@brown.edu.

EEO Statement:
Brown University is an E-Verify Employer.

Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.

Apply Now:
https://brown.wd5.myworkdayjobs.com/en-US/staff-careers-brown/job/Administrative-Coordinator_REQ181742

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