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Administrative Assistant, Provost Office

Employer
Rhode Island School of Design
Location
Rhode Island, United States
Salary
Salary Not Specified
Date posted
Oct 13, 2021

Job Details



Job Summary

Rhode Island School of Design is looking for an Administrative Assistant to join its Provost Office. This office supports RISD’s academic programs and the work of faculty and students across all divisions. RISD's exceptional faculty foster student growth and development in a variety of arts and design disciplines, enabling students to become confident, cross-disciplinary thinkers. As an employer, RISD offers a supportive, collegial and inclusive work environment and a competitive benefits package.

The Administrative Assistant serves as a central point of contact for the Office of the Provost, often interacting with senior level executives, government officials, trustees, faculty, parents and a wide variety of other internal and external constituents. This position provides a wide variety of detailed and complex administrative, logistical, and travel support to the Provost’s Office. The incumbent proactively manages and maintains complex and dynamic calendars, coordinates a high-volume of high-level and often confidential meetings, generates and prepare ad-hoc reports; completes correspondence, minutes, billing, expenses, filing; assists with logistical arrangements and materials for other special events and meetings as needed. The Administrative Assistant must maintain a high level of confidentiality and professionalism and have the ability to understand and interpret institutional policies and procedures. We seek candidates whose experience has prepared them to contribute to our commitment to diversity, equity, and inclusion.

Essential Functions
  • Manage and coordinate the dynamic and sensitive schedules for the Provost, Vice-Provost, Associate Provost for Research & Strategic Partnerships, and others. Serve as part of the admin support team for the Office of the Provost ensuring consistent coverage by providing back-up support to other leaders as needed. Research, prepare, prioritize, and maintain inclusive files for review prior to events/meetings.
  • Respond to telephone, email and personal inquiries to the Provost’s office in a timely manner and with a high-degree of professionalism; understand, interpret and apply institution wide policies and procedures in response to inquiries and follow-up or escalate as appropriate.
  • Prepare correspondence, letters, memos, committee meeting minutes, presentations, and agendas. Maintain confidential records for the Office of the Provost, including filing, tracking, and archiving materials as needed.
  • Prepare and submit expense reports and check, reimbursement, and cash advance requests via cloud based software systems and tools. Review, audit, process and balance bills, purchase orders, and credit card account statements. Complete and monitor the documentation for all transactions and work with Purchasing/AP to resolve any issues identified.
  • Support smooth functioning of Academic Operations, with cyclical tasks including but not limited to- preparation, distribution, and archiving of course evaluations, archiving dossiers, faculty files, and proposals and updating files/systems.
Knowledge/Skills/Experience
  • Bachelor’s degree preferred or equivalent experience
  • At least five years of administrative experience with at least three years providing administrative support to executive or top management level
  • Ability to interpret and prioritize requests for information and follow up, redirect or escalate as needed
  • Previous experience managing and maintaining electronic calendars and filtering requests for Executive Officer’s/top manager’s time
  • Requires aplomb and the ability to act in best interest of the Provost and the College
  • High level of functionality in the use of Microsoft Office and Google Suite; general awareness of and sensitivity to graphic design software and tools; and proficiency with Apple systems
  • Excellent organizational skills, interpersonal skills, and verbal and written communication skills
  • Demonstrated ability to work independently and as part of a team
  • Demonstrated ability to work in a high impact, deadline-oriented environment where a high degree of professionalism, confidentiality, and initiative, attention to detail, accuracy and ability to work on multiple projects simultaneously is required
  • Ability to proofread documents required
  • An aptitude for and interest in learning/utilizing new technologies
  • A positive attitude and the ability to relate well to diverse populations and to help foster a community environment
Union

No

Work Schedule

35 hours/week; 12 months/year

Employment Status

Full-time; Exempt

Grade

03/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

Company

RISD

RISD is a college and museum founded in 1877 in Providence, RI. Today 2,620 students engage in 44 full-time bachelor’s and master’s degree programs, supported by a committed faculty and worldwide network of more than 31,000 alumni.

By cultivating expansive and elastic thinking, RISD equips artists, designers and scholars to generate and challenge the ideas that shape our world.

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