Senior Department Administrative Coordinator

Location
Rhode Island, United States
Salary
Salary Not Specified
Posted
Feb 15, 2021
Employment Level
Administrative
Employment Type
Full Time


Job Summary

Rhode Island School of Design (RISD) has a distinguished history of providing innovative leadership in art and design education and an ongoing commitment to creative experimentation and risk-taking. This progressive, inquisitive attitude permeates RISD’s campus culture, supporting the undergraduate and graduate students, faculty, curators, administrative, and support staff who form our community. RISD’s students are diverse, coming from a wide range of geographic, socioeconomic, and cultural backgrounds, representing all forms of diversity.

RISD is seeking a Senior Department Administrative Coordinator to join its Fine Arts Division. This position provides various clerical/administrative support to the Division of Fine Arts Department Heads and department faculty including, but not limited to scheduling, coordinating, and organizing meetings, programs, events, and studio and meeting space; updating and maintaining course tables, registration, and class rosters; and maintaining files, records, and inventories. This position also responds to and initiates correspondence with other academic and administrative areas of the college. The Sr. Department Administrative Coordinator serves as a central point of contact between the departments and internal and external constituents and answers a variety of questions regarding departmental activities, procedures, policies, and events. It also provide student support including daily resolution of issues, redirection to services, and connection to developmental opportunities. Monitor and track budgetary expenses and items.

As an employer, RISD offers a supportive, collegial, and inclusive work environment and a competitive benefits package.

Essential Functions

General Administration (30%)

  • Receive visitors and respond to phone, email, fax, remote and in-person inquiries. Retrieve and sort mail. Deliver confidential and time-sensitive messages and documents. Maintain confidentiality. Answer a variety of inquiries and escalate as appropriate. Coordinate curricular and extra-curricular activities within departments. Coordinate logistics - equipment, catering, and space needs for department events and initiatives.
  • Assist and provide support for faculty for courses including course scheduling and course logistics. Provide logistics and support for field trips, visiting critics, and other departmental initiatives.
  • Organize calendars, schedule and attend meetings including taking notes and distributing to attendees afterward. Maintain digital faculty files and utmost confidentiality in regard to faculty information. Collect and store course documents such as syllabi in Division and departmental electronic files. Facilitate the work of the departments as one of the administrative liaisons with other areas of the College such as Academic Affairs, the Registrar’s Office, Media Resources, IT, and RISD Global.
  • Submit requests to Facilities for repairs and maintenance as needed.
  • Support the hiring of Work-Study students and approve work-study time cards.
  • Serve as contact for visiting artists, critics, lecturers, and special guests. Schedule and coordinate travel and or remote arrangements. Coordinate meals, event space, audio/visual needs, and monitor registration.
  • Monitor, track, and maintain departmental data. Draft, edit, compose, or input information into electronic documents of a diverse nature including reports, correspondence, tables, charts, and other communications, and compose and distribute related communications and/or materials. Support dissemination of materials including remote or physical course materials as needed.
  • Monitor, track, and maintain departmental budgets. Advise department heads and Division Office as to areas of overspending and/or available funding. Advise department heads on college budgetary policies as needed. Submit and track purchase requisitions via RISD’s system of record (Workday) and reconcile travel and procurement card purchases as they occur and reassign to appropriate budget lines as needed. Create and process ad hoc payments, complete supplier invoice process, and monitor departmental expenses. Coordinate as necessary bulk purchases, supply orders, and other related department purchases. Attend budget meetings scheduled with the division and Academic Affairs.
  • Remain current with, and communicate when appropriate, a broad knowledge of institutional policies, processes, and resources in order to monitor departments’ compliance.


Department Heads (20%)
  • Assist department heads in support of their administrative work. With respect to department policy and procedures, act as a resource to new department heads in their orientation to department head roles. Schedule meetings and appointments as directed.
  • Assist department heads with initial composition of the course tables for the next academic year used for the development of the faculty salary budget, workload tracking, review and creation of material for course announcements, and set-up of courses.
  • Assist Department Heads in the creation, accuracy, and timely submission of staffing forms, course section revision forms, course costs, and course proposals to effect updating of the course table. Organize the department’s submissions for the Curriculum and Wintersession Committees as necessitated; follow through with related iterative processes.


Student Support (20%)
  • Provide administrative advice, support, and guidance to students. Respond to queries from prospective students. With a broad knowledge of institutional policies, processes and resources, resolve routine issues and facilitate resolution (i.e. support and counsel students through various institutional processes) of more complex academic issues or escalate as required to appropriate College resources.
  • Develop and maintain knowledge of departments’ degree requirements and act as liaison between student and department heads and/or faculty advisor in order to facilitate resolution of student issues consistent with department standards and objectives. Make notes in the School’s advising system regarding student issues. Act as key point of contact for resolution of student issues from departments such as the Registrar’s Office, etc.
  • Process academic paperwork such as readmission forms. Act in compliance with FERPA and campus Title IX reporting. Maintain absolute confidentiality in regards to student information and records.


Graduate Program Support (20%)
  • Provide administrative and logistical support to the departments’ respective graduate programs that may include communications to prospective applicants, arranging for campus visits and interviews, tracking of applicant information, and related administrative activities. Input assistantship data details into Academic Affairs tracking tool.


Knowledge/Skills/Experience

  • Associates degree or equivalent combination of education and experience required.
  • At least five years administrative support experience required with experience working in an academic environment preferred.
  • Experience and knowledge of PC and/or Apple computer/s used in office administration required as is experience and knowledge of word processing, spreadsheets, and presentation shareware.
  • Must be proficient with Google Apps (drive, docs, Gmail, and calendar), and comfortable inserting digital images and editing presentations.
  • Ability to learn and adapt to new systems, processes, and software is also required, including developing proficiency with various Enterprise Resource Planning, space, and student systems (i.e. Colleague, Workday, 25Live) for accessing student transcripts, student information, and registration.
  • Proven problem solver with resourceful approach; demonstrated initiative, excellent interpersonal skills; attention to detail; basic math skills; strong oral and written communication skills; ability to multi-task; and work in a fast-paced environment.
  • Must be able to work in and support a diverse and culturally inclusive environment.


Union

Yes. Academic Support Association

Work Schedule

40 hours/week; 12 months/year

Employment Status

Full-Time Regular

Grade

O4/CT

Documents Needed to Apply

Resume (required)

Cover Letter (required)

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

For certain positions, RISD is currently supporting remote work arrangements due to the pandemic. When work resumes in person, employees are expected to perform work on campus.

RISD recognizes diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.

For internal use only - Job Family:

Administrative Support Services

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