Department Operations & Communications Coordinator (Rhode Island School of Design)

Job Summary

As the Residence Life Operations & Communications Coordinator, you will join a team that supports the unique needs of diverse art and design students by creating a safe, caring, and inclusive residential community.



This position provides students and families with accurate and timely residence life information. The Department Operations and Communication Coordinator works to ensure that Residence Life Housing Operations are designed, built, well-communicated and understood by students, families, and other end users. This role is responsible for the staffing and operation of the central office front desk, and ensures a positive student and parent experience for those visiting, calling, or emailing the office with questions or concerns. Through the development of a robust student staff and scheduling implementation, the Department Operations and Communication Coordinator provides full in-person front desk coverage during regular business hours.



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

Oversee Central Office Functions:

• Responsible for the Residence Life Office front desk operation. Provide hiring, training, and supervision for the student office assistants serving as the initial point of contact for incoming student and parent requests.
  
  
• Create a staffing model which ensures full-time coverage of the front desk.
  
  
• Through training, ensure that student staff can accurately respond to and answer a wide variety of routine and non-routine telephone calls, emails, and in-person visits in accordance with departmental policies and procedures.
  
  
• Ensure that student staff treat confidential information with sensitivity, escalate more complex issues appropriately, and that each individual is treated respectfully. Ensure that the Residence Life Office is maintained in a condition that reflects professionalism for those visiting, and allows for cross-departmental use of the conference room, technology suite, and restroom facilities.
  
  
• Responsible for department functions including procuring office supplies, processing payments and receivables, and facilitating logistical use and set-up of office/conference room.
  
  

Department Communication Functions:

• Ensure that emails, phone calls, and voicemails sent to the central office are answered in a timely and thorough manner.
  
  
• Prepare and implement comprehensive communication and marketing materials for Housing processes (e.g. housing selection, opening, closing, etc.).
  
  
• Communicate Fire Alarm drills and testing, facilities-related shutdown notices, and periodic mass communications to on-campus students using StarRez.
  
  
• Create and disseminate google forms, track responses, highlight trends and respond to needs.
  
  
• Review and coordinate website and portal updates as necessary to improve student experience and communication flow.
  
  
• Responsible for the coordination of Residence Life processes involving non-RISD partners and external vendors. Examples include coordinating access for student laundry services, coordinating with the U.S. Census Bureau, etc.
  
  
• Provide means for off-campus students to stay connected to RISD while living outside of traditional on-campus housing facilities.
  
  

Operational Procedures and Processes:

• Through Starcare training, gain a good understanding of Starrez Web and Portal X functions and reporting.
  
  
• Coordinate the opening and closing of Residence Halls with staffing support provided by the Residential Education team.
  
  
• Oversee the planning and design of housing forms and processes. Actively engage with the Assistant Director for Housing Operations to ensure the Housing Management System can support these processes, including Medical Accommodation, LOA/Readmit, and housing forms.
  
  
• Maintain communication with Card Services to ensure student access privileges are up to date. Monitor key and access card processes and procedures with a high degree of accuracy to provide accountability. Conduct periodic inventories and order replacements as needed. Monitor key control compliance and implement lost key billing as appropriate. Coordinate with Residential Education team regarding card access during room changes and for temporary access needs.
  
  
• Help ensure preparedness for new arrivals by maintaining record of room condition for vacant rooms to allow for regular and emergency room changes throughout the year.
  
  
• Coordinate temp and permanent card access privileges for Residence Life staff and vendors.
  
  

Required Knowledge/Skills/Experience

• Associates degree or equivalent combination of education and/or experience required.
  
  
• Minimum two years administrative experience, preferably in higher education.
  
  
• Must have experience maintaining data and creating reports. Must possess strong computer skills, be proficient with MS Office (Word, Excel, PowerPoint, etc.) and have experience working with database systems. WorkDay, Colleague and/or StarRez experience strongly preferred.
  
  
• Outstanding written and oral communication skills with the ability to communicate effectively and project a professional image in person, and in writing.
  
  
• Ability to clearly and patiently articulate policies, procedures and practices to colleagues, students, and families.
  
  
• With an understanding of policies and practices, creatively solve issues and challenges and explores opportunities for efficiencies.
  
  
• Demonstrated ability to work well under pressure; take initiative and prioritize tasks; problem solve; work both independently and as part of a team.
  
  
• Display exceptional customer service skills; maintain and exercise sound judgment and discretion in handling confidential information; demonstrate cultural sensitivity and work effectively with multiple diverse populations; communicate effectively with individuals with a limited understanding of English.
  
  
• Must demonstrate strong analytical and excel skills. Must possess the ability to critically examine basic financial records to ensure consistency, accuracy and completeness.
  
  

Union:

No

Work Schedule:

35 hours/week; 12 months/year

Employment Status:

Full-time; Non-exempt

Grade:

05/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.

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