Department Administrative Coordinator

Updated: about 1 month ago
Location: Providence, RHODE ISLAND

Job Summary

Rhode Island School of Design is seeking a Department Administrative Coordinator to join its Painting Department. Painting prepares RISD students to engage in an individual search for meaning and cultural representation through the development of strong visual skills, keen critical reasoning abilities, and an understanding of broad historical and social contexts.

The Department Administrative Coordinator performs a variety of clerical and routine administrative duties in support of the department, including but not limited to - processing academic forms and documents; organizing calendars; updating and maintaining database records and paper files; ordering office and event supplies; and coordinating and monitoring departmental expenses. This position serves as the initial point of contact for all departmental internal and external relations.

As an employer, RISD offers a supportive, collegial and inclusive work environment and a competitive benefits package.

Essential Functions

Student Support: As a key point of contact for the Department, guide the Department's students toward successful resolution of their concerns. With a broad knowledge of institutional processes and resources, resolve routine issues and facilitate resolution (i.e. support and counsel students through various institutional processes) for more complex academic issues. Identify and refer students in need of first aid, health issues, counseling, advising, financial aid and other issues to appropriate College resources. Develop and maintain knowledge of department's degree requirements and act as liaison between student and Department Head and/or faculty advisor in order to facilitate resolution of student issues consistent with Department's standards and objectives. Act as Department representative for resolution of student issues from external departments such as admissions, registrar's office, etc.

Budget Responsibility: Monitor, track and maintain Department's budget(s). Alert Department Head as to areas of overspending and/or available funding. Write and track purchase requisitions and manage procurement card and debit card statements; resolve statements to appropriate budget lines. Process check requests, honoraria, invoices and departmental expenses. Coordinate as necessary, bulk purchases, supply orders, and other related department purchases.

Department Head/Faculty support: Assist Department Head and faculty in support of their work. Act as a resource to new/Department Head in his/her acclimation to DH role with respect to department and division policy and procedures and institutional methods to accomplish administrative work. Maintain Department Head's calendar and schedule meetings and advising appointments as needed. Assist and provide support for faculty for course related assistance.

Course Tables: In conjunction with faculty salary budget, workload, creation of course announcements, and set-up of courses, update and maintain course tables, scheduling, course section revision forms, and course proposals. Assist Department Head in ensuring staffing requests are accurate and entered into course tables.

General Administration: Receive all visitors to the department, accommodate all inquiries about the undergraduate/graduate program(s) and escalate as appropriate. Facilitate the work of the department as the administrative liaison with other areas of the College such as the Registrar's Office. Perform a wide variety of administrative duties including but not limited to processing academic paperwork such as readmission forms, grade changes, academic petitions, and independent study applications. Complete registration of students through means preferred by Department which may include student self-registration, registration lists, manual entry, or lottery and complete functions on Colleague such as adds and drops and monitor class section/class size. Coordinate as necessary, equipment and space needs, report and arrange repairs with the Facilities department and ensure building maintenance meets department's needs. Provide logistics support for field trips, visiting artists, and other department initiatives. May update and/or maintain content on department's web space on intranet.

Optional: Graduate Program Support: provides administrative and logistical support to graduate program which may include sending information packages to prospective applicants, arranging for individual campus visits and interviews, tracking of applicant information, supporting the distribution of graduate assistantship/fellowship awards, and related administrative activities.

Additional Functions:

  • Perform related duties as assigned by Department Head and Dean
  • Supervise work-study students, as needed including processing of work-study time cards.


  • Associates degree or equivalent combination of education and experience required
  • At least three to five years administrative support experience required with experience working in an academic environment preferred
  • Experience and knowledge of PC and/or Apple computer/s used in office administration required
  • Experience and knowledge of word processing, spreadsheet software
  • Ability to adapt to new software and to learn Colleague for accessing student transcripts, student information and registration
  • Proven problem solver with resourceful approach
  • Demonstrated initiative, excellent interpersonal skills, attention to detail, and basic math skills
  • Strong oral and written communication skills
  • Ability to multitask and work in a fast-paced environment
  • Demonstrated ability to interact with members of the community representing diverse backgrounds and interests.


Yes: Academic Support Association (NEARI)

Work Schedule

35 hours/week; 12 months/year

Employment Status

Full-Time; Regular



Documents Needed to Apply

Resume (required)

Cover Letter (required)

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-00522
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