JOB SUMMARY (OVERVIEW)
Rhode Island School of Design (RISD) seeks a part-time Administrative Assistant to join Finance and Administration.
The Administrative Assistant provides comprehensive administrative and operational support to the Office of Finance and Administration and reports directly to the Director of the Office of the SVP for Finance and Administration. This position serves as the first point of contact for the office and plays an essential role in ensuring efficient daily operations, exceptional customer service, and effective coordination across the Finance and Administration division. Working in a highly collaborative and creative environment, the Administrative Assistant manages complex scheduling, coordinates meetings and events, prepares correspondence and meeting materials, maintains records, processes financial and administrative transactions, and supports divisional communications. The position exercises sound judgment, maintains strict confidentiality, and anticipates the needs of the Director and SVP while providing responsive service to faculty, staff, students, trustees, and external partners.
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.
SECTION 3: ESSENTIAL FUNCTIONS/DUTIES
Executive and Administrative Support
- Provide comprehensive administrative support to the Director of Finance and Administration and the Senior Vice President for Finance and Administration.
- Manage complex calendars, schedule meetings, coordinate travel, and resolve scheduling conflicts while exercising discretion and independent judgment.
- Screen calls, visitors, and correspondence, responding independently when appropriate and routing matters to the appropriate individual.
- Prepare correspondence, reports, presentations, agendas, meeting materials, and other documents using a high level of accuracy and professionalism.
- Maintain confidential files and records in accordance with institutional policies and best practices.
Office Operations
- Serve as the primary administrative contact for the Office of Finance and Administration.
- Coordinate daily office operations, ensuring efficient workflows and excellent customer service.
- Order and maintain office supplies and equipment.
- Process invoices, purchase requisitions, reimbursements, procurement card transactions, and other administrative financial activities.
- Maintain electronic filing systems and departmental records.
Meeting and Event Coordination
- Coordinate logistics for divisional meetings, retreats, workshops, and campus events.
- Schedule meeting locations, catering, technology, and other support services.
- Prepare meeting agendas and materials.
- Record meeting minutes, distribute documentation, and track follow-up action items.
- Support Board of Trustees committee meetings and other executive-level meetings by assisting with logistics, materials preparation, and scheduling.
Communications and Customer Service
- Serve as a welcoming and professional representative of the Office of Finance and Administration. Respond to inquiries from faculty, staff, students, trustees, vendors, and external partners.
- Assist in preparing internal communications, announcements, and divisional updates.
- Maintain departmental distribution lists, websites, and shared resources as assigned.
Project and Administrative Coordination
- Assist the Director in tracking divisional initiatives, projects, and deadlines.
- Maintain project schedules, task lists, and documentation.
- Support policy management activities by organizing files, scheduling meetings, maintaining records, and assisting with communications related to institutional policies.
- Compile information and prepare routine reports, spreadsheets, and presentations.
Operational Support
- Assist with budget tracking, purchasing, and administrative recordkeeping.
- Coordinate onboarding logistics for new staff within the division.
- Recommend improvements to administrative processes and office procedures to enhance efficiency and customer service.
- Perform other duties and special projects as assigned.
SECTION 4: JOB QUALIFICATIONS/SPECIFICATIONS
KNOWLEDGE/SKILLS/EXPERIENCE REQUIRED:
- Associate's degree or equivalent education and/or relevant work experience. Bachelor's degree preferred.
- Three to five years of progressively responsible administrative experience, preferably supporting senior or executive leadership. Experience in higher education or a complex nonprofit organization is a plus.
- Strong organizational, planning, and time-management skills, with excellent attention to detail and the ability to manage competing priorities in a fast-paced environment.
- Excellent written, verbal, and interpersonal communication skills, with a demonstrated commitment to providing responsive, high-quality customer service.
- Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion.
- Strong initiative, problem-solving skills, and adaptability, with the ability to anticipate needs, coordinate projects, and respond effectively to changing priorities.
- Ability to work independently while building collaborative relationships and working effectively with colleagues across all levels of a diverse campus community.
- Proficiency with Microsoft Office Suite, Google Workspace, and virtual meeting platforms. Familiarity with enterprise administrative systems, document management tools, and financial software preferred.
- Demonstrated commitment to fostering an inclusive, respectful, and welcoming environment that supports diversity, equity, inclusion, and belonging.
Union:
No
Work Schedule:
20 hours per week; 12 months per year
Employment Status:
Part-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 inclusion and belonging as fundamental to its learning and working community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to this community and to our commitment to 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
