Administrative Coordinator, Libraries

Rhode Island School of Design (RISD) seeks an Administrative Coordinator to join the Fleet Library. RISD's Libraries Division comprises three co-curricular departments (Fleet Library, Campus Exhibitions, and the Center for Arts & Language) overseen by the Dean of Libraries and serving students, faculty, and staff across the RISD campus.

The Administrative Coordinator has responsibility for a wide variety of administrative and logistical duties in support of the division and the Dean of Libraries. The coordinator serves as a point of contact and manages the calendar, projects, events, budget, and other daily operations for the dean and the division office. They provide logistical, calendar, travel-related, and financial support for the division's directors and manage logistics for events as assigned for the department's three divisions. The coordinator creates, maintains, and shares documentation related to current divisional projects and communicates with other offices on campus as required by policy, practice, or project needs. While the Administrative Coordinator interacts with all departmental staff in the Libraries Division, their relationships with the dean, directors, and the library admin team are the most critical.

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:

Administrative support. The coordinator performs a range of administrative duties for the division and its departments as directed by the Dean of Libraries, including management of the dean's calendar, division-related email, making travel arrangements, preparing agendas and meeting materials. Assist division directors with more complex arrangements for travel and recurring department-level meetings. Organize, file, and steward documents created by the dean and directors related to division activities, including confidential materials, such as contractual agreements, deeds of gift, and performance reviews for librarians and archivists (as mandated by the CBC of the Faculty Association). Offer general information and assistance, escalating/referring as appropriate, while demonstrating a high level of sensitivity to the variety of constituents who contact and work with the Dean of Libraries. Serve as point of contact and reference for Workday-related questions and other institutional policies and processes for the dean and directors. 

Event logistics. Manage arrangements for a variety of events and activities for the division as assigned by the dean and in coordination with the directors and other division staff. Work within a budget established by the dean or directors. Reserve spaces, equipment and catering; oversee set-up and break-down. Direct the creation of promotional materials and ensuring that events are posted and marketed through all available print and electronic platforms on campus. Count attendance and maintain event-related statistics. 

Project coordination and documentation. Create timelines, schedule meetings, record discussion and action items, and monitor progress on goals for working groups and initiatives led by the dean.

Budget and Finance. Administer and maintain financial records, reports, and financial filing systems for the division office; ensure grants awarded to division are properly spent within proposed scope and timeline and collaborate with colleagues in RISD's Research Office on timely reporting and receipt of awards. Coordinate the annual budgeting process with the dean and directors; assist directors with processing of more complicated financial transactions, such as invoices and honoraria, through Workday. 

Data collection and reporting. Serve as the central gathering and reference point for Libraries Division statistics. Assist the dean in collecting information from the department directors and creating an annual report for the division. 

Communications. Ensure information related to the division is up to date on RISD websites and social media. Alert Marketing and Communications teams to stories for RISD News and other outlets. Work with the dean to promote awareness of divisional activities and events through both campus-wide outlets and emails to individuals (e.g. department heads, some key faculty, the Provost's Office, etc.) including supporting the creation and dissemination of events-related promotional materials.

Space management. Assist departmental directors and their teams in the management of Libraries Division spaces, including, but not limited to, coordinating a long-term maintenance schedule for the division (to inform annual capital budget planning process), initiating replacements and repairs for the division offices, helping departments to escalate facilities-related concerns, and supporting strategic improvements (e.g., wayfinding).

Additional Functions:

Represent the dean and division in RISD Communicators Network meetings and other meetings as assigned. 

Hire and supervise student employees to assist in administrative tasks, as available and needed. Verify and process their time cards. 

Perform other duties as assigned. 

Required Knowledge/Skills/Experience

Associate's degree or equivalent combination of education and experience. 

Minimum of three years' experience in an administrative support position with access and exposure to sensitive and confidential information - preferably in an academic environment.  

Experience monitoring budgets, processing payments, monitoring expenditures.

Experience with event planning and management, including with contracting caterers and other vendors.

Be a self-starter and have a solution-minded approach to projects and initiatives.  

Excellent written, verbal, interpersonal and communication skills for in-person and virtual settings. 

Excellent organizational skills and attention to detail. 

Ability to work collegially and independently. 

Ability to set priorities, exercise flexibility, effectively manage multiple projects simultaneously, meet deadlines and adjust as circumstances change. 

Proficiency with commonly used productivity software (e.g., Google Workspace) and ability to learn new technologies with ease. 

Experience and comfort with navigating and working with enterprise-level software (Workday preferred).

Commitment to promoting and/or enhancing diversity, equity, and inclusion in an organizational context.

Preferred Qualifications:

Bachelor's degree preferred.

Experience in an art and design college or other institution with art, design and other creative pursuits in its mission. 

Coursework or degree in the history of art, design and architecture or related field.

Knowledge of and interest in space planning and design.  

Union:

No

Work Schedule:

35 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

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.