"Operations Coordinator, Academic Engagement"

Job Summary

Rhode Island School of Design (RISD) seeks an Operations Coordinator, Academic Engagement to join the Academic Engagement Division (Academic Affairs).

The Operations Coordinator provides comprehensive operational and administrative support for the Division of Academic Engagement, ensuring smooth day-to-day functions and strategic coordination across the office of Academic Engagement, the Assistant Provost for Academic Engagement, and the work of the five co-curricular departments within the division (Academic and Creative Partnerships, Campus Exhibitions, Center for Arts & Language, Edna W. Lawrence Nature Lab and Fleet Library). The coordinator’s efforts are critical to the effective and expedient delivery of Academic Engagement services (including in support of research and creative grants for students and faculty and externally-funded academic and creative initiatives) and the success of its programs and collaborations between both internal and external partners.

Key responsibilities include calendar and communications management, event planning, project coordination, budget administration, data collection, and internal/external communications. The role also supports space management and facilities planning, serving as a central resource for division activities and initiatives under the leadership of the Assistant Provost.

The successful candidate 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:

• Operations support: The Coordinator provides high-level administrative support to the Division of Academic Engagement and its departments under the direction of the Assistant Provost for Academic Engagement. Responsibilities include managing the Assistant Provost’s calendar, overseeing division email communications (e.g., research@risd.edu), coordinating complex travel logistics, and preparing agendas and materials for meetings. The Coordinator also supports division directors with advanced travel and event planning needs and ensures the accurate organization and stewardship of key documents, including sensitive and confidential materials such as contracts, deeds of gift, and grant-related records. They maintain essential office resources, provide informed guidance to internal and external stakeholders, and serve as a key point of contact for institutional systems (e.g., Workday) and policy navigation on behalf of division leadership and administrative staff.
• Event logistics. Manage arrangements for a variety of events and activities for the division in coordination with the directors and other division staff. Ensure budget and internal policy adherence when managing events. Reserve spaces, equipment and catering; oversee set-up and break-down. Direct the creation of promotional materials and ensure that events are posted and marketed through all available print and electronic platforms on campus. Maintain and report on event-related statistics and make recommendations for continuous improvement in execution of events.
• Project coordination and documentation. Provide project coordination for internal and external initiatives led by the assistant provost and, as assigned, the division’s directors. Establish and manage project tracking systems in coordination with and under guidance of project leads, to include clear articulation of timelines, communication plans, budget, deliverables, designation of responsible parties, and expectations for contact with external partners, division staff, and other RISD offices. Build and maintain strong relationships with RISD offices to support effective project implementation and documentation.
• Budget and Finance. Administer and maintain financial records, reports, and financial filing systems for the division office; process contract requests, independent contractor invoices, reimbursements, and honoraria; create and submit expense reports; and support other financial activities for the assistant provost and departments. Coordinate the annual budgeting process with the assistant provost, directors and Academic Budgets office.
• Data collection and reporting. Serve as the central gathering and reference point for division statistics. Assist the assistant provost in collecting information from the directors and creating an annual report for the division.
• Communications. Review and maintain content for division websites and social media, drafting content and updates as needed. Alert Marketing and Communications teams to stories for RISD News and other outlets. Work with the assistant provost, directors, and other division staff to promote division events and awareness of partnership and research-related activities. Supports the creation and dissemination of promotional materials and shares information about division activities through both campus-wide outlets and emails to individuals and relevant departments.
• Space management. Lead the coordination of the long-term maintenance schedule for the division (to inform annual capital budget planning process), initiating replacements and repairs, escalating facilities-related concerns, and supporting strategic improvements (e.g., wayfinding, office relocations, upgrades to division spaces).

Additional Functions:

• Represent the assistant provost and division in RISD Communicators Network meetings and other meetings as assigned.
• May hire and supervise student employees, including graduate assistants, 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 five 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:

830NE

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