Department Administrative Coordinator, Digital + Media (Rhode Island School of Design)

Rhode Island, United States
Salary Not Specified
Jul 07, 2021
Employment Level
Employment Type
Full Time

Job Summary

Rhode Island School of Design seeks a Department Administrative Coordinator to join the Digital + Media Department. This program provides a diverse environment for interdisciplinary exploration in the realms of art, technology and society. It includes a central curriculum and facilitates bridges to other departments at RISD and Brown, enabling individual inquiry, high-level collaboration and team-based artistic practice and research.

The Department Administrative Coordinator performs a wide variety of administrative tasks in support of the Division of Experimental and Foundation Studies including support of the Digital + Media department head, 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, archives and inventories, monitoring and tracking budgetary expenses and items. Responsibilities include taking meeting minutes, ordering office and event supplies, and coordinating and monitoring departmental expenses, providing administrative support for departmental and divisional research initiatives.

The successful candidate is a thoughtful communicator who thrives on establishing and maintaining connections by responding to and initiating correspondence with other academic and administrative areas of the college. As well, the Coordinator serves as a central point of contact between the department and internal and external constituents and answers a variety of questions regarding departmental activities, procedures, policies, and events. The Coordinator remains up-to-date on pertinent department events, updates postings on the departmental website and other media outreach forums (i.e. Facebook, Twitter) and assists with basic email communications on behalf of the department.

The Department Administrative Coordinator provides support to students including daily resolution of issues, redirection to services, connection to developmental opportunities, and assisting in the execution of public exhibitions of student work.

We seek a culturally competent candidate who will thrive in a campus environment that is committed to advancing the principles of social equity and inclusion, environmental and climate justice, and equal access to resources and opportunities.

Essential Functions

General Administration: With an overall responsibility to the division, but a primary focus on the Department of Digital + Media, the Computation, Technology and Culture Concentration and the Drawing Concentration, receive all visitors, accommodate all inquiries about the undergraduate/graduate program(s) and escalate as appropriate. Answer a variety of inquiries and escalate as appropriate. Coordinate curricular and extracurricular activities within department. Coordinate logistics - equipment, catering and space needs for department events. 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 department initiatives. Schedule and attend meetings, organize calendars, and record, transcribe and distribute minutes. Maintain digital faculty files and utmost confidentiality in regards to faculty information. Collect and edit material for Division and department digital and paper communications. Facilitate the work of the department as one of the administrative liaisons with other areas of the College such as Academic Affairs, the Registrar’s Office, RISD Research, Media Resources, IT and RISD Global. Hire and supervise Work Study students and approve work-study time cards. Submit requests to Facilities for repairs and maintenance as needed. Provide logistical support for department events and initiatives.

Department Head/Concentration Coordinators: Assist Department Head and Concentration Coordinators in support of their administrative work. With respect to department policy and procedures, act as a resource to new/Department Head in their orientation to Department Head roles. Maintain Department Head’s calendar and schedule meetings and advising appointments as directed. Assist department head with initial composition of the course table for the next academic year used for the development of the faculty salary budget, workload tracking, creation of course announcements, and set-up of courses. Assist Department Head in the creation, accuracy, and timely submission of staffing forms, course section revision forms 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.

Budget: Monitor, track and maintain Department’s budget(s). Alert Department Head and Division Office as to areas of overspending and/or available funding. Submit and track purchase requisitions and reconcile travel and procurement card purchases as they occur and reassign to appropriate budget lines as needed. Create and process ad hoc payments, create supplier invoices, 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. Develop and remain current with a broad knowledge of institutional policies, processes and resources in order to monitor department’s compliance.

Graduate Program Support: Provide administrative and logistical support to the department’s graduate program which may include communications to prospective applicants, arranging for campus visits and interviews, tracking of applicant information, and related administrative activities. Provide assistantship data to Academic Affairs for contracting graduate assistants.

Student Support: 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 department’s degree requirements and act as liaison between student and Department Head and/or faculty advisor in order to facilitate resolution of student issues consistent with Department’s 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, add/drops, grade changes, student Exception to Policy petitions. Act in compliance with FERPA and campus Title IX reporting. Maintain absolute confidentiality in regards to student information and records.

Additional Functions

  • Perform related duties as assigned by Department Head and Dean

  • Supervise work-study students, as needed including processing of work-study time cards.

Required Knowledge/Skills/Experience

Associates degree or equivalent combination of education and experience required. Three to 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 be comfortable editing digital images and presentations. Ability to adapt to new 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 multitask; and work in a fast-paced environment. Must be able to work in and support a diverse and culturally inclusive environment.


Yes, Academic Support Association (NEARI)

Work Schedule:

32 hours/week; 12 months/year

Employment Status:

Full-Time; Regular



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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