Administrative Assistant (Part-time)

Risd---Rhode-Island-School-of-Desig; Providence (RI); Hybrid; USD 25,000 - 36,000; Part time

Job summary

Rhode Island School of Design (RISD) seeks a part-time Administrative Assistant for the Office of Finance and Administration. This role provides broad administrative support to the Director and SVP, managing calendars, travel, meetings, and sensitive records in a highly collaborative environment.

The position emphasizes exceptional customer service, confidentiality, and proactive coordination across the division, supporting faculty, staff, students, trustees, and external partners within a

Qualifications

• 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.
• 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.

Responsibilities

• Provide comprehensive executive and 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.
• Screen calls, visitors, and correspondence, routing matters appropriately.
• Prepare correspondence, reports, presentations, agendas, and meeting materials with accuracy and professionalism.
• Maintain confidential files and records per institutional policies.
• Coordinate daily office operations and ensure excellent customer service.
• Plan meetings and events, arrange logistics, catering, technology, and spaces.
• Support Board of Trustees committee meetings with logistics and materials prep.
• Prepare internal communications and divisional updates; maintain distribution lists and shared resources.
• Assist in tracking projects, deadlines, and division initiatives; organize files and documentation.
• Coordinate onboarding for new staff and suggest process improvements.

Skills

Calendar management

Travel coordination

Meeting preparation

Communication

Confidentiality

Customer service

Microsoft Office

Google Workspace

Virtual meeting platforms

Budget tracking

Education

Associate's degree or equivalent education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Google Workspace

Enterprise administrative systems

Document management tools

Financial software

Virtual meeting platforms

Job description

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/DUTIESExecutive and Administrative SupportProvide 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 OperationsServe 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 CoordinationCoordinate 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 ServiceServe 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 CoordinationAssist 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 SupportAssist 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/SPECIFICATIONSKNOWLEDGE/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:NoWork Schedule:20 hours per week; 12 months per yearEmployment Status:Part-time; Non-exempt; RegularGrade:830NEWork ModalityHybrid-eligibleDocuments Needed to Apply:Resume (Required)Cover Letter (Required)Salary Grade StructureIncomplete 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