Development Associate, Alumni + Family Relations

Rhode Island School of Design•Providence, RI

20h•Hybrid

About The Position

Rhode Island School of Design (RISD) seeks a Development Associate, Alumni & Family Relations to join Institutional Advancement (IA). Reporting to the Executive Director of Alumni & Family Relations, the Development Associate is responsible for providing proactive administrative support to the Executive Director, coordinating internal meetings, preparation, travel logistics and follow-up for external visits and meetings. The role provides excellent customer service to alumni, families, and others in response to phone, email inquiries, and requests for information. In addition, the Development Associate supports departmental efficiency by developing, analyzing, and monitoring the Alumni & Family Relations budget to ensure alignment with departmental goals and financial best practices, while coordinating logistics and projects that advance key initiatives. 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.

Requirements

A bachelor’s degree and one to three years of experience in an office setting or equivalent combination of education and experience is required.
Demonstrated ability to engage as a positive team member who establishes productive relationships, demonstrates respect, and facilitates understanding by considering and integrating diverse viewpoints.
Must have knowledge of, or experience with, digital and diverse mediums of communication.
Strong time management skills.
Demonstrated ability to organize, prioritize, and complete multiple tasks simultaneously with close attention to detail and under deadlines.
Must be able to work independently and as part of a team.
Demonstrated database entry and reporting experience (Raiser’s Edge preferred) and strong computer skills in programs such as Word, Excel, and PowerPoint.
Ability to write persuasively and have strong interpersonal skills.
Strong work ethic, attention to detail, and engaging nature.
Ability to comfortably and effectively speak in public and make presentations in meetings.
Ability to interact and correspond professionally with senior staff and distinguished alumni.
Ability to monitor and track budgets and expenses.
Ability to occasionally work evenings and weekends.

Nice To Haves

Experience in the higher education or nonprofit sector is preferred.

Responsibilities

Provides proactive administrative support to the Executive Director of Alumni & Family Relations and the department, including: Addressing inquiries to the Alumni & Family Relations office via email and phone, answering questions and disseminating to other staff when appropriate and handling other general inquiries.
Maintaining and updating the Executive Director’s calendar, including but not limited to proofreading, preparation of meeting agendas and communications, detailed travel itineraries and travel arrangements.
Ensure that all materials and documents related to trips or visits and any resulting assignments or information are recorded and distributed as appropriate.
Serving as departmental project coordinator for intra- and inter-departmental projects and initiatives as needed.
Tracking, monitoring, and maintaining expense reports and reconciling travel reports, credit card settlements, and reimbursement requests for the team.
Entering the contact report and other data and activities (event registration and attendance) into the database (Raiser’s Edge).
Working collaboratively and proactively with other administrative support staff to coordinate meetings and other events.
Schedule routine meetings including, but not limited to staff meetings, and Executive Directors’ meetings.
Develop, analyze, and monitor the Alumni & Family Relations budget to ensure efficient and effective financial operations aligned with department goals:
Work with Alumni & Family Relations team to gather financial data and projections
Monitor department spending to align with the approved budget
Analyze budget variances and make recommendations for financial optimization
Prepare monthly reports for the Executive Director and team
Ensure compliance with RISD policies and regulations
Support audits related to financial performance and budgetary compliance
Oversee contract management and monitoring in partnership with the AVP and the Procurement Office:
Complete training on accounting software and platforms
Check contract terms to ensure they align with RISD’s policies.
Contact staff or vendors to negotiate changes as needed.
Confirm contract status with Procurement
Regularly submit Alumni & Family Relations’ contracts via contract software for review and approval
Monitor the approval/pending status on contract software
Update the contract status sheet accordingly
Working as an integral part of the IA team, collaborate support strategic initiatives and priorities of the division.
Performs administrative functions across any of the individual units across IA, as directed and in specific moments of necessary.
Hire, onboard and supervise student workers to support the Alumni & Family Relations team and complete assigned projects.
Maintain department supply inventory including RISD swag. Purchase items as needed and establish a tracking system that provides visibility to the team.
Support the successful planning and implementation of events, including but not limited to Commencement & Reunion Weekend, Families Weekend, RISD Craft, and alumni club events by completing assigned event responsibilities as needed.
Support administrative needs for councils such as meeting organizing, agenda sharing, and other logistical support as needed.
Takes on temporary special assignments and projects at the direction of the Executive Director. Examples may include: Coordinating and scheduling candidate interviews and supporting the Executive Director with new hire onboarding; performing benchmark research on other institutions; gathering and completing specific research for projects and initiatives.
Performs other related duties as assigned.