Career Center

Job Summary

Rhode Island School of Design (RISD) seeks a Department Administrative Coordinator to join its Textiles Group. This is an exciting opportunity for a motivated individual to join the Textiles department who offers a broad-based education in many aspects of fabric, fiber and pattern, emphasizing a thorough understanding of the design process, structure, materials and techniques.

The Department Administrative Coordinator whose demonstrated commitment to centering inclusivity, diversity and equity in executing key responsibilities will perform tasks to accomplish the department's academic and administrative activities including: support of the 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 and inventories. The successful candidate will respond to and initiate correspondence with other academic and administrative areas of the college. The incumbent will serve as a central point of contact between the department and internal and external constituents and answer a variety of questions regarding departmental activities, procedures, policies, and events. The Department Administrative Coordinator will provide student support including daily resolution of issues, redirection to services, and connection to developmental opportunities as well as monitor and track budgetary expenses and items in addition will assist in the execution of public exhibitions of student work.

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:

• Receive all visitors to the department. Answer a variety of inquiries and escalate as appropriate. Coordinate curricular and extra-curricular 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, Media Resources, IT and RISD Global. Submit requests to Facilities for repairs and maintenance as needed. Provide logistical support for department events and initiatives.
• 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.
• Assist Department Head 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 Winter session Committees as necessitated: follow through with related iterative processes
• 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.
• 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.

Required Knowledge/Skills/Experience :

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

Union:

No

Work Schedule:

35 hours per week; 12 months per 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.

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