Part-time Administrative Assistant, Finance & Administration

Rhode Island School of Design•Providence, RI

10d•Hybrid

About The Position

Rhode Island School of Design (RISD) seeks a part-time Administrative Assistant to support the Office of Finance and Administration. Reporting directly to the Director of the Office of the SVP for Finance and Administration, this position is the office’s first point of contact and supports efficient daily operations, customer service, and coordination across the Finance and Administration division. The role works in a collaborative campus environment and provides responsive service to faculty, staff, students, trustees, and external partners while exercising sound judgment and maintaining strict confidentiality. The Administrative Assistant manages complex scheduling, coordinates meetings, travel, and events, prepares correspondence and meeting materials, maintains records, processes financial and administrative transactions, and supports divisional communications and projects. The position also assists with office operations, budget tracking, purchasing, staff onboarding logistics, policy management, and improvements to administrative processes. RISD seeks candidates committed to social equity and inclusion, environmental and climate justice, and equal access to resources and opportunities.

Requirements

Associate’s degree or equivalent education and/or relevant work experience.
Three to five years of progressively responsible administrative experience.
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 and a demonstrated commitment to responsive, high-quality customer service.
Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information professionally and discreetly.
Strong initiative, problem-solving skills, and adaptability; ability to anticipate needs, coordinate projects, and respond effectively to changing priorities.
Ability to work independently, build collaborative relationships, and work effectively with colleagues across all levels of a diverse campus community.
Proficiency with Microsoft Office Suite, Google Workspace, and virtual meeting platforms.
Demonstrated commitment to fostering an inclusive, respectful, and welcoming environment that supports diversity, equity, inclusion, and belonging.

Nice To Haves

Bachelor’s degree preferred.
Administrative experience supporting senior or executive leadership preferred.
Experience in higher education or a complex nonprofit organization is a plus.
Familiarity with enterprise administrative systems, document management tools, and financial software preferred.

Responsibilities

Provide 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, resolve scheduling conflicts, and exercise discretion and independent judgment.
Screen calls, visitors, and correspondence; respond independently when appropriate and route matters to the appropriate person.
Prepare correspondence, reports, presentations, agendas, meeting materials, and other documents accurately and professionally.
Maintain confidential files and records in accordance with institutional policies and best practices.
Serve as the primary administrative contact for the Office of Finance and Administration and coordinate daily office operations.
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.
Coordinate logistics for divisional meetings, retreats, workshops, and campus events, including locations, catering, technology, and support services.
Prepare meeting agendas and materials, record minutes, distribute documentation, and track follow-up action items.
Support Board of Trustees committee meetings and other executive-level meetings with logistics, materials preparation, and scheduling.
Respond to inquiries from faculty, staff, students, trustees, vendors, and external partners as a professional representative of the office.
Assist in preparing internal communications, announcements, and divisional updates; maintain distribution lists, websites, and shared resources as assigned.
Assist the Director in tracking divisional initiatives, projects, and deadlines; maintain project schedules, task lists, and documentation.
Support policy management by organizing files, scheduling meetings, maintaining records, and assisting with related communications.
Compile information and prepare routine reports, spreadsheets, and presentations.
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.