Rhode Island School of Design is pleased to announce the new two-year term position of Operations Associate. This role is responsible for completing a wide range of complex and politically sensitive operational support services for Institutional Engagement, ensuring the highest level of customer service to internal and external clients. The Operations Associate oversees the day-to-day administration of a complex and growing divisional office including the budget, policies and procedures, space and equipment allocation, technology, on-boarding of new staff, vendor relations, and complete special projects as assigned. This position serves as the primary liaison between Institutional Engagement and RISD's Budget Office and the Human Resources Department.
Support planning and monitoring of approximately $4.5M budget for approximately 30 full-time employees; interns; student workers; and volunteers. Regularly provide the VP Institutional Engagement (VPIE) and budget managers with budget reports including forecasting. Monitor and track budgets. Work with the Executive Assistant to the VPIE to identify report anomalies, and process corrections/modifications using RISD controls and accounting related forms. Meet with budget managers to audit accounts and to resolve issues with regard to management, accounting procedures, and/or to review expenditures that conflict with RISD policy. Serve as IE's primary vendor relations manager by negotiating with vendors and products and services and then liaising with the Office of Procurement, General Counsel, other relevant internal stakeholders, and IE managers. Ensures that vendor procurement and processes follow RISD policies.
Evaluates division and departmental needs and effectively and efficiently manages supplies, merchandise, and maintains inventory of all purchases. Coordinate, plan and attend support staff meetings to ensure office-wide projects are completed and performed as required. Monitor, track and maintain project timelines and goals. Follow up on issues and action items as identified. Prepare status reports for projects as requested. Monitor the team's schedules to complete the work as assigned.
Liaise between the Facilities & Public Safety groups and other internal and external technical support staff regarding staff computers, the data network, server, and phone systems, assuring that problems are dealt with in a timely manner. Track and monitor equipment needs and upgrades and coordinate the same with appropriate technical resources.
Maintain and order inventory of supplies and equipment, including for new hires. Orders office equipment and assures ongoing maintenance.
Serve as point of contact and works closely with Human Resources to assist with the interviewing and hiring process. Working with IE managers, develops and plans on-boarding for new employees including introductions to policies, procedures, resources, materials, etc. Identifies and organizes opportunities for division-wide professional development including, but not limited to, webinars, guest speakers, and brown bag lunches.
Bachelor's degree required.
Three to five years of office and/or project management experience in a dynamic, deadline-oriented environment.
The ability to work independently, and as part of a team, is essential. Excellent skills and proficiency in the use of all Microsoft Office products and related software.
Demonstrated ability to apply mathematical skills, manage and monitor budgets and apply basic analytical principles; detailed understanding and use of spreadsheets and familiarity with financial reporting.
Handling matters with a high level of professionalism, confidentiality and the ability to interact with diverse populations.
Ability to liaise and network with various departments in order to leverage systems, tools, and relationships.
Demonstrated project coordination/administration and organizational skills.
Two year term position.
35 hours per week.
Documents Needed to Apply:
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-00423
About Rhode Island School of Design
Rhode Island School of Design (RISD), founded in 1877, is a fine arts and design college located in Providence, Rhode Island. Enrolling about 2000 undergraduates and 400 graduate students from across the United States and 55 other countries, RISD offers 16 undergraduate majors and 16 graduate majors, and is ranked annually by U.S. News & World Report as one of the top art and design schools in the United States. RISD’s rigorous education encourages creative experimentation and intellectual risk-taking, challenging students to question their approach to art making through critical thinking. There are over 90,000 works of art in the RISD Museum, which houses a collection of fine and decorative art objects. The first public galleries opened in 1893. The RISD Library is one of the oldest independent art college libraries in the country with more than 150,000 volumes and 380 periodical subscriptions which offer unusual depth and richness in the areas of architecture, art, design, and photography. The RISD campus is contiguous with the campus of Brown University and the two institutions share social, academic, and community resources.RISD recognizes diversity and inclusivity as fundament...al 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.