Job Summary Rhode Island School of Design (RISD) seeks an Administrative Assistant to join Academic Affairs.
This position serves as a central point of contact for the Office of the Provost, often interacting with senior-level executives, government officials, trustees, faculty, students, parents, and other internal and external constituents. The Administrative Assistant provides a wide variety of detailed and complex administrative, operational, logistical, and travel support to the Provost's Office. The role proactively manages and maintains complex and dynamic calendars, coordinates high-level and often confidential meetings, and provides correspondence representing the Office of the Provost. The Administrative Assistant must maintain a high level of confidentiality and aplomb, and have the ability to comprehend and interpret institutional policies and procedures.
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: - Serve as part of the support team for the Office of the Provost, ensuring consistent coverage by providing backup support to leaders as needed. Manage and coordinate the dynamic and sensitive schedules for the Provost and Director for Academic Budgets and Planning. Research, prepare, prioritize, and maintain inclusive files for review ahead of events / meetings as required. Maintain confidential records for the Office of the Provost, including filing, tracking, and archiving materials as needed.
- Assist with logistical arrangements for RISD's Academic Planning and Review Process (APR), special events, and meetings as requested (travel, catering, booking spaces)
- Respond to telephone, email, and personal inquiries to the Office of the Provost 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, redirect, or escalate as appropriate.
- Prepare and submit expense reports, reimbursements, honorariums, and cash advance requests as needed. Review, audit, process, and balance bills, purchase orders, and expenses. Complete and monitor the documentation for all transactions and work with Purchasing / AP to resolve any issues identified.
- Support the smooth functioning of Academic Administration, Budgets, Resources, and Operations with cyclical tasks, including but not limited to updating files / systems, and preparation of materials for the student evaluation process.
Additional Functions: - Perform other support-related duties as assigned, including, but not limited to, ordering departmental supplies and maintaining inventory of all purchases.
- Provide support or work collaboratively at college-wide events as needed.
Required Knowledge/Skills/Experience - Associate's degree or equivalent professional experience.
- At least five years of administrative experience, with previous experience providing high-level administrative support to executives or top-level management. Ability to interpret and prioritize requests for information and follow up, redirect, or escalate as needed.
- Requires aplomb and the ability to act in the best interest of the Provost and the College.
- High degree of functionality in using Microsoft Office and Google Suite, and proficiency with Apple systems and products
- Excellent organizational, interpersonal, verbal, and written communication skills.
- Demonstrated ability to work independently as part of a team.
- Demonstrated ability to work in a high-impact, deadline-oriented environment where a high degree of professionalism, confidentiality, 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 various populations, and to help foster a community environment.
Union: No
Work Schedule: 35 hours per week; 12 months per year
Employment Status: Full-time; Non-exempt; Regular
Grade: 830NE
Work Modality Hybrid Eligible
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