Department Administrative Coordinator, Industrial Design

Job Summary

Rhode Island School of Design (RISD) seeks a Department Administrative Coordinator to join its Industrial Design department. This is an exciting opportunity for a skilled individual to join a team that teaches students to use critical thinking and the design process to bring new value to companies, communities and citizens.

The Department Administrative Coordinator is a highly-valued member of the Industrial Design community who performs tasks to accomplish the department’s academic and administrative activities including: support of the department head, department faculty, courses, including, but not limited to scheduling, coordinating, and organizing meetings, programs, events and studio and meeting space; and maintaining files, records and inventories. The person in this position responds to and initiates correspondence with other academic and administrative areas of the college. This position also 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 Department Administrative Coordinator provides student support including daily resolution of issues, redirection to services, and connection to developmental opportunities. Monitors and tracks budgetary expenses and items and supports the graduate program, exhibitions, events and special projects.

We seek applications from equity-minded candidates who will thrive in a campus environment that is committed to advancing the principles of social equity and inclusion, and equal access to resources and opportunities.

Essential Functions

General Administration and Department Support : Receive visitors to the department and respond to phone, email, fax, and remote inquiries. Retrieve and sort mail. Deliver confidential and time sensitive messages and documents. Accommodate all inquiries about the program and escalate as appropriate. Provide logistics and support for field trips, extra-curricular activities, and other departmental initiatives. Serve as contact and schedule and coordinate travel and/or remote arrangements for visiting artists, critics, lecturers, and special guests. Coordinate catering, event space, audio/visual needs, and registration when applicable. Organize calendars, schedule and attend meetings. Take notes and distribute to attendees afterwards. Assist Senior Dept Coordinator in maintaining digital faculty files and utmost confidentiality in regard to faculty information. 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, Media Resources, IT and RISD Global. Retrieve student program evaluations and schedules as needed by Department Head. Process faculty staffing, course proposal, revision and course cost forms and assist the Senior Coordinator to take action on follow-up tasks: scheduling, purchases, etc. Assist in documentation of damage to facilities and equipment. Submit requests to arrange repairs with the Facilities Department and/or engage external service providers in conjunction with Senior Department Coordinator. Remain current with, and communicate when appropriate, a broad knowledge of institutional policies, processes and resources in order to monitor departments’ compliance. Assist in tracking and archiving departmental data, including class/section size, internships, add/drop, etc. Draft, edit, or input information into electronic documents of a diverse nature including reports, tables, and other communications.

Budget : Assist Senior Coordinator and Department Head to monitor, track and maintain departmental budgets. Advise department Senior Coordinator and Department Head as to areas of overspending and/or available funding. 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. Coordinate as necessary, bulk purchases, supply orders, and other related department purchases.

Student Support: With the Senior Department Coordinator, assist students toward successful resolution of their concerns: provide administrative advice, support and guidance through various institutional processes. Act as key contact for resolution of graduate student issues. With a broad knowledge of institutional policies, processes and resources, resolve routine issues and for more complex academic issues or escalate as required to appropriate College resources, e.g. the Registrar’s Office, etc. 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. 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.

Department Head/Faculty support : Assist Department Head and faculty in support of their work. Collect and archive syllabi and participate in organization of materials for periodic department external review and school wide accreditation. Assist in maintaining the Department Head’s calendar and schedule meetings and advising appointments as needed. Assist and provide support for faculty for course related needs. Support dissemination of materials including remote or physical course materials as needed. Act as a resource to new/Department Head in their orientation to DH role with respect to department policy and procedures. Assist in the execution of special projects and initiatives.

Graduate Program Support : Provide administrative and logistical support for GPD including communications and information packets to prospective applicants, arranging for campus visits and interviews, tracking of applicant information, supporting the distribution of graduate assistantship/fellowship awards, and related administrative activities. Input assistantship data details into Academic Affairs tracking tool.

Required Knowledge/Skills/Experience

• Must be able to work in and support a diverse and culturally inclusive environment.
  
  
• 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 a 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.
  
  
• Associates degree or equivalent combination of education and experience required.
  
  
• Minimum three (3) to five (5) years administrative support experience required with experience working in an academic environment preferred.
  
  

Union:

Yes; Academic Support Association

Work Schedule:

35 hours per week; 12 months per year

Employment Status:

Full-time; Non-exempt

Grade:

05/CT-ASA

Documents Needed to Apply:

Resume (Required)

Cover Letter (Required)

Salary Grade Structure

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.

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