Operations Coordinator, Academic Engagement

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).

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.

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.

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.