Academic Coordinator - Division of Architecture + Design

Job Summary

Rhode Island School of Design (RISD) seeks an Academic Coordinator to join the Division of Architecture + Design. The Division of Architecture + Design oversees seven academic departments ranging from images and objects to experiences and environments. Each department is responsible for its own programming and curriculum, but by sharing administrative coordination through the division, the architecture and design departments at RISD have developed the means for multidisciplinary exchange on projects, pedagogy, methodologies and research.

The Academic Coordinator will administer the academic, administrative, and financial operations for the Division of Architecture and Design and liaise between the department/division and other offices responsible for determining college-wide policy, procedures, and services (e.g. Divisional Offices, Registrar, Student Employment, and Controller’s Office). They will have general knowledge of the department/division’s programs, services, processes, and resources required to relieve the Department Head, Division Manager, or Dean of day-to-day administrative operations. The Academic Coordinator will exercise some independent judgment and take initiative and responsibility for more standard, day-to-day administrative duties, maintain a high level of confidentiality, and have the ability to understand and interpret institutional policies and procedures. They will provide basic analytical and financial data and input to inform strategic decisions and logistical planning as well as the academic and administrative implementation of short- and long-term departmental/divisional goals and initiatives and maintain a general knowledge of institutional policies, processes, and resources in order to monitor department/division’s compliance.

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:

Budget:

• Manage approved department/division budgets as assigned (operating, discretionary, and capital). Synthesize and analyze financial information and trends, towards developing and maintaining a multi-year financial planning model for department or division funds (encompassing all funding sources), and provide alternatives to inform effective decision-making and planning by the department head, dean, technical assistants, Graduate Program Directors, and Division.
  
  
• In consultation with the appropriate Academic Affairs leadership, manage and prioritize requests for changes to departmental or divisional resource allocations during the budget development process as assigned.
  
  
• Execute all financial transactions within the department/division, including, purchase requisitions, visiting critics/lecturers honoraria, reconcile travel and procurement card purchases, reconcile travel and procurement card purchases as they occur and reassign to appropriate budget lines as needed.
  
  
• Maintain a general knowledge of institutional financial policies, processes, and resources in order to monitor department/division’s compliance with those policies.
  
  
• Based on input from Faculty and technical staff, procure course cost eligible supplies for appropriate classes; request and receive order from faculty, ensure compliance with existing department course budget allocations, order with vendors, ensure payment, receive and distribute the course supplies.
  
  

Course Planning and Registration:

• Document and implement the department head’s course planning decisions and submit the Course Table creation in line with deadlines, academic policies, registrarial procedures, and contractual obligations and to be used for the development of the faculty salary budget, workload tracking, creation of the Course Announcement, and set-up of courses.
  
  
• Create and submit the course schedule and course logistics, coordinating with faculty on their teaching schedules and with the goal of maximizing departmental resources.
  
  
• Responsible for the department's submissions to the Curriculum and Wintersession Committees as needed.
  
  
• Obtain and review all necessary Part Time faculty hiring documents for compliance with college policies and collective bargaining unit agreements. Initiates hiring processes for all new Part Time faculty in Workday and sets up interviews between department head and potential hires. Refer department heads to applicable resources for determining TU rates.
  
  
• Ensure the accurate and timely registration of students into required classes (i.e. pre-registration) and ensure that students on modified graduation pathways are registered into their classes in accordance with their academic plan.
  
  
• As needed, prepare for, efficiently manage and complete departmental registration lotteries and will be responsible for the efficient management of those processes.
  
  

Student Support and Advising:

• At the department or division level as assigned, responsible for advising students on the requirements to graduate including class registration, credit distribution, and required class sequencing. Ensure the resolution (i.e. support students through various institutional processes) of standard academic issues or escalate as required to appropriate College resources consistent with Department/Division’s standards and objectives. Fully document interactions with students in the advising system. Maintain a general knowledge of institutional policies, processes and resources with regards to student matriculation.
  
  
• At the department or division level as assigned, work with students to coordinate their complex schedules between different departments in regards to Concentrations, Double-Majors, and Brown-RISD Dual Degree to ensure timely completion of graduation requirements.
  
  
• Maintain absolute confidentiality in regards to student information and records to ensure compliance with FERPA and campus Title IX reporting. Refer students in distress and faculty dealing with students in distress to the appropriate college services. Ensure that interactions with students in distress are documented in the CARE report system, if appropriate.
  
  
• Supervise assigned departmental/divisional student employees, both undergraduates and graduates, including hiring, scheduling, and timecard approval.
  
  
• Orient, support and advise students on policies and procedures dealing with student proposed department/division activities as needed, including department/division aligned student chapters of professional organizations.
  
  

General Administration:

• Manage the administrative work of the department/division and act as liaison between College departments such as Academic Affairs, the Registrar’s Office, Media Resources, Information Technology Services, and other areas as appropriate. Receive all visitors to the department/division. Answer a variety of general inquiries and escalate complex inquiries as appropriate. Maintain digital faculty files with utmost confidentiality in regards to faculty information. Collect and edit material for Division and departmental websites, digital, and paper communications. With Academic Affairs, orient and provide ongoing training and onboarding support to newly appointed Deans, Department Heads and/or Graduate Program Directors to department/division training them in existing administrative practices and procedures, as appropriate.
  
  
• Submit requests to Facilities for repairs and maintenance as needed. In consultation with the appropriate Academic Affairs leadership, monitor and change the allocation of space within the department.
  
  
• Exercise some independent judgment in the answering of inquiries, scheduling meetings, conveying information, resolving problems, and directing people to the proper person or department/division for resolution of issues. Manage departmental/divisional and organizational meetings and events including event planning and execution, catering, selection of sites and logistics. Manage and maintain departmental/divisional records including notes and minutes and distribute as needed. Provide support for field trips, visiting critics, and other department/division initiatives. Coordinate curricular and extracurricular activities within the department/division.
  
  

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.
  
  
• Experience with Google Apps (Drive, docs, gmail and calendar)
  
  
• Ability to adapt to new technology and software.
  
  
• Ability to manage and coordinate logistical arrangements such as scheduling, catering, travel.
  
  
• 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.
  
  
• Associates degree or equivalent combination of education and experience required.
  
  
• At least 3 years administrative support experience required.
  
  

Preferred Qualifications:

• Experience working in an academic environment.
  
  
• Experience with Enterprise Resource Planning (ERP), space and student systems (i.e. Colleague, Workday, 25Live)
  
  
• Budget management experience
  
  

Union:

Yes, Union is the Academic Support Association

Work Schedule:

30 hours per week; 12 months per year

Employment Status:

Full-time; Non-exempt, Regular

Grade:

825NE

Work Modality

On-campus

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