Operations & Engagement Coordinator

Rhode Island School of Design; Providence (RI); Hybrid; USD 52,000 - 78,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

RISD’s Nature Lab in Providence seeks an Administrative Coordinator to support operations, events, communications, and financial tasks. You will coordinate workshops, calendars, and reporting to promote the Lab’s programs and collections.

You will manage budgets, procurements, social media, newsletters, and website content, coordinating with RISD departments and vendors to document and publicize Nature Lab activities. Hybrid work is available.

Qualifications

• Associate’s degree and 5+ years of administrative support experience.
• Experience monitoring budgets, processing payments, and managing expenditures.
• Experience with event logistics planning and vendor coordination.
• Experience managing website content and social media; familiarity with RISD branding preferred.

Responsibilities

• Coordinate ongoing schedule of workshops and events for Nature Lab.
• Oversee logistics for events: rooms, venues, catering, sign-ups, and supplies.
• Publicize Nature Lab activities via social media, newsletters, and website.
• Hire/supervise graduate students for print and online media production.
• Maintain Nature Lab website content and coordinate RISD branding.
• Track budgets, process payments, and prepare expense reports.
• Prepare annual reports and assist with permits and compliance.

Skills

Budget monitoring

Event logistics

Website CMS

Social media

Workday

Asana

Adobe Suite

Student supervision

Natural history context

Education

Associate’s degree in related field

Job description

JOB SUMMARY

Facilitate operations, administration, communication, and engagement for the Nature Lab by performing a variety of functions, including workshop and event logistics coordination, budget monitoring, calendar, task, and agenda management, project coordination, financial transactions, data tracking, and annual reporting. Responsible for layout and transmission of Nature Lab communications and outreach using a range of platforms including social media, email, newsletters, and website, to document, publicize, and promote the Nature Lab’s collections, services, and activities.

ESSENTIAL FUNCTIONS/DUTIES

Coordination of Workshops and Events

• Work with input from the Director and on-campus stakeholders to coordinate and organize an ongoing schedule of workshops and events relevant to the Nature Lab mission, and in balance with other NL activities throughout the year.
• Oversee logistics, such as the scheduling of meeting rooms and venues, catering arrangements, setting up and paying contracts, arranging sign-ups and other logistics, and obtaining any necessary supplies, equipment, and/or materials in collaboration with the Director and Nature Lab staff. Correspond with speaker/organizations and other RISD departments to facilitate speaker schedules, payment, and travel arrangements, as needed.
• Coordinate with and incorporate the work of the Regenerative Earth Collective Workshop Assistant in the semester and yearly workshop and event planning.

Communications and Outreach

• Stay up-to-date on Nature Lab activities and document classes, projects, research, and daily occurrences within the Nature Lab spaces.
• Gather information from Nature Lab staff to publicize, with Director input and approval, notable Nature Lab advances, events, and workshops by facilitating postings to institutional media channels when appropriate.
• Create and schedule social media posts.
• Organize newsletter content and submit for posting to newsletter constituency.
• Coordinate the posting of on-campus flyers for events and workshops.
• Hire and supervise graduate student(s) engaged in designing and creating print and online media for the Nature Lab, to be circulated among internal and external audiences.
• Attend and represent the Nature Lab at RISD Communicator Network meetings.
• Maintain the Nature Lab website; ensure content is up to date and presented clearly, consistent with other Nature Lab communications materials.
• Coordinate with Marketing and Communications on incorporation of RISD branding and style guide into Nature Lab communications.
• Regularly communicate with Marketing and Communications on Nature Lab stories for RISD News.

Budget and Finance

• With a detailed knowledge of Nature Lab fiscal operations, track departmental and project expenses; create and track purchase orders; prepare check requests; submit expense reports; process payments and invoices; monitor budgets and identify areas of concern and/or opportunity; identify and resolve discrepancies; and maintain subscriptions and renewals.
• Serve as liaison to the Academic Budgets office on budget monitoring, purchasing, and accounting issues as needed.
• Process major purchases, payments, and expense approvals. Set up contracts for new vendors and suppliers

Operations and Administration

• Organize calendar for full team meetings and retreats, including agenda framing with the director.
• Note-taking during meetings, including capturing any identified and agreed-upon tasks/setting reminders.
• Monitor and make purchases to replace general office supplies as needed.
• Lead the coordination of the long-term maintenance schedule for the Lab (to inform the annual capital budget planning process), initiate and track replacements and repairs through Facilities work orders, and support strategic improvements (e.g., wayfinding, office relocations, upgrades to division spaces) with necessary logistics.

Data, Compliance, and Reporting Management

• Compile information and assemble data for the review and approval of the Collections Manager and Nature Lab Director to ensure the Nature Lab’s State (Rhode Island Department of Environmental Management) and Federal (Fish and Wildlife Service and National Marine Fisheries Service) specimen collecting and holding permits are in good standing.
• Prepare annual reports and submit permit renewal applications.
• Maintain familiarity with the Nature Lab’s Web Checkout electronic records and specimen checkout and circulation tracking system, and provide data entry support as necessary. Select and run standard reports on collection status and generate ad hoc reports.
• Compile and present internal annual report data, including room use statistics and information on the year’s activities within the Lab and Lab staff.

Additional Duties

• Provide back-up oversight for front-line operations, overseeing the front desk when other Lab staff are unavailable.
• Perform other related duties as assigned.

Minimum Qualifications

• Associate’s degree in a related field and a minimum of five (5) years of experience in an administrative support position.
• An equivalent combination of education and experience may be substituted for the minimum educational requirement.

KNOWLEDGE, SKILLS, AND ABILITIES

• Experience monitoring budgets, processing payments, and monitoring expenditures.
• Experience with event logistics planning and management, including contracting caterers and other vendors.
• Experience with website content management systems and social media platforms, as well as task management systems such as Workday and Asana. Working knowledge of Adobe suite products such as InDesign, Photoshop, and Illustrator preferred.
• Experience supervising students or other personnel in an educational setting preferred.
• Experience working with natural history, science, and/or art and design, and a minimum of two (2) years of professional experience to comprehend the connections between, and to advocate for, the study of both art and science in a natural science setting (i.e., museum, zoo, aquarium, botanical garden) preferred.
• Excellent written, verbal, interpersonal, and communication skills for in-person and virtual settings.
• Commitment to supporting an inclusive work environment and the ability to work respectfully and effectively across differences in background, role, and perspective.
• Ability to work independently and within a team.
• Excellent organizational skills and attention to detail. Ability to set priorities, stay flexible, manage multiple projects simultaneously, and meet deadlines.

PHYSICAL REQUIREMENTS

• Sitting: Extensive sitting at a desk or computer workstation, often >50% of the workday.
• Computer Use: Frequent, repetitive keyboarding and mouse usage.
• Vision: Close vision (20 inches or less) to view computer monitors, read, and interpret documents.
• Lifting/Carrying: Light physical effort, usually restricted to lifting files, office supplies, or small equipment (typically 5-10 lbs. or less).
• Mobility: Occasional walking and standing, reaching, filing, and bending.
• Communication: Talking and hearing to communicate in person or over the phone.

WORK ENVIRONMENT

• Lab environment with exposure to live and preserved animal and plant specimens.
• The job involves exposure to the following in varying degrees, but is not limited to only these environmental conditions: chemical agents, infectious agents, and odors. Lab environment with exposure to live and preserved specimens.
• Low to moderate noise levels.
• Eligible for a hybrid work arrangement.
• Work hours may include evenings and weekends.

SUPERVISORY RESPONSIBILITIES

• Receives moderate supervision.

Union

No

Work Schedule

35 hours per week; 12 months per year

Employment Status

Full-time; Non-exempt; Regular

Grade

825NE

Work Modality

Hybrid

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.