Rhode Island School of Design (RISD) has a distinguished history of providing innovative leadership in art and design education and an ongoing commitment to creative experimentation and risk-taking. This progressive, inquisitive attitude permeates RISD's campus culture, supporting undergraduate and graduate students, faculty, curators, administrative and support staff who form our community. As an employer, RISD offers a supportive, collegial and inclusive work environment and a competitive benefits package.
RISD seeks two Administrative Assistants to join the Provost's Office. These role serve as a central point of contact, often interacting with senior level executives, government officials, trustees, faculty, parents and a wide variety of other internal and external constituents. The ideal candidates will provide a wide variety of detailed and complex administrative, logistical, and travel support to the Provost's Office. The Administrative Assistants will proactively manage and maintain complex and dynamic calendars, coordinate a high-volume of high-level and often confidential meetings, generate and prepare ad-hoc reports; complete correspondence, minutes, billing, expenses, filing; assist with logistical arrangements and materials for other special events and meetings as needed. The candidates must maintain a high level of confidentiality and professionalism and have the ability to understand and interpret institutional policies, procedures.
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.
Perform other administrative support related duties as assigned, including, but not limited to ordering departmental supplies and maintaining inventory of all purchases.
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 the 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.
An aptitude for and interest in learning/utilizing new technologies. Ability to proofread documents required.
A positive attitude and the ability to relate well to diverse populations and to help foster a community environment.
35 hours per week, 12 months per year
Documents Needed to Apply:
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
Internal Number: R-00459
About Rhode Island School of Design
Rhode Island School of Design (RISD), founded in 1877, is a fine arts and design college located in Providence, Rhode Island. Enrolling about 2000 undergraduates and 400 graduate students from across the United States and 55 other countries, RISD offers 16 undergraduate majors and 16 graduate majors, and is ranked annually by U.S. News & World Report as one of the top art and design schools in the United States. RISD’s rigorous education encourages creative experimentation and intellectual risk-taking, challenging students to question their approach to art making through critical thinking. There are over 90,000 works of art in the RISD Museum, which houses a collection of fine and decorative art objects. The first public galleries opened in 1893. The RISD Library is one of the oldest independent art college libraries in the country with more than 150,000 volumes and 380 periodical subscriptions which offer unusual depth and richness in the areas of architecture, art, design, and photography. The RISD campus is contiguous with the campus of Brown University and the two institutions share social, academic, and community resources.RISD recognizes diversity and inclusivity as fundament...al 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.