Operations & Engagement Coordinator

Rhode Island School of Design•Providence, RI

2d•Hybrid

About The Position

The Operations & Engagement Coordinator facilitates operations, administration, communication, and engagement for the Nature Lab. The role coordinates workshops and events, monitors budgets and financial transactions, manages calendars, tasks, and agendas, coordinates projects, tracks data, and prepares annual reports. It also develops and distributes Nature Lab communications and outreach across social media, email, newsletters, and the website to document, publicize, and promote the Lab’s collections, services, and activities. The coordinator works with the Director, Nature Lab staff, and on-campus stakeholders to plan workshops and events and manage associated logistics, including venues, catering, contracts, sign-ups, supplies, speaker arrangements, payments, and travel. Communications duties include documenting Lab activities, creating social media posts, organizing newsletter content, maintaining the website, coordinating flyers and institutional media postings, and collaborating with RISD Marketing and Communications. The role hires and supervises graduate students who create print and online media and represents the Nature Lab at RISD Communicator Network meetings. Financial and administrative work includes tracking departmental and project expenses, processing purchases and payments, monitoring budgets, resolving discrepancies, maintaining subscriptions, and liaising with the Academic Budgets office. The coordinator organizes team meetings and retreats, prepares agendas with the Director, records meeting notes and tasks, purchases office supplies, and coordinates the Lab’s maintenance schedule, repairs, replacements, and strategic space improvements. The role also compiles data for specimen collecting and holding permit review and renewal, supports the Web Checkout records and tracking system, runs collection reports, and prepares internal annual report data. The coordinator provides backup front-desk oversight when other Lab staff are unavailable and performs other related duties as assigned. The position receives moderate supervision and is eligible for a hybrid work arrangement. The work schedule is 35 hours per week, 12 months per year; work hours may include evenings and weekends. The Lab environment includes exposure to live and preserved animal and plant specimens, chemical agents, infectious agents, and odors, with low to moderate noise levels.

Requirements

Associate’s degree in a related field and at least five years of experience in an administrative support position, or an equivalent combination of education and experience substituted for the minimum educational requirement.
Experience monitoring budgets, processing payments, and monitoring expenditures.
Experience planning and managing event logistics, including contracting caterers and other vendors.
Experience with website content management systems, social media platforms, and task management systems such as Workday and Asana.
Excellent written, verbal, interpersonal, and communication skills for in-person and virtual settings.
Commitment to supporting an inclusive work environment and ability to work respectfully and effectively across differences in background, role, and perspective.
Ability to work independently and as part of a team.
Excellent organizational skills and attention to detail, with the ability to set priorities, remain flexible, manage multiple projects, and meet deadlines.

Nice To Haves

Working knowledge of Adobe Suite products such as InDesign, Photoshop, and Illustrator.
Experience supervising students or other personnel in an educational setting.
Experience working with natural history, science, and/or art and design, and at least two years of professional experience that supports understanding and advocacy for connections between art and science in a natural science setting such as a museum, zoo, aquarium, or botanical garden.

Responsibilities

Coordinate and organize an ongoing schedule of workshops and events in collaboration with the Director and on-campus stakeholders.
Manage event logistics, including venues, catering, contracts, sign-ups, supplies, equipment, speaker schedules, payments, and travel arrangements as needed.
Coordinate event planning with the Regenerative Earth Collective Workshop Assistant.
Document Nature Lab classes, projects, research, and daily activities, and gather information from staff for public communications.
Create and schedule social media posts, organize newsletter content, coordinate event flyers, and facilitate appropriate institutional media postings with Director input and approval.
Hire and supervise graduate students who design and create print and online media for internal and external audiences.
Represent the Nature Lab at RISD Communicator Network meetings.
Maintain the Nature Lab website and coordinate with Marketing and Communications on branding, style, and stories for RISD News.
Track departmental and project expenses; create and track purchase orders; prepare check requests and expense reports; process payments and invoices; monitor budgets; resolve discrepancies; and maintain subscriptions and renewals.
Liaise with the Academic Budgets office on budget monitoring, purchasing, and accounting issues as needed.
Process major purchases, payments, and expense approvals, and set up contracts for new vendors and suppliers.
Organize calendars for team meetings and retreats, frame agendas with the Director, take meeting notes, and track agreed-upon tasks and reminders.
Monitor and purchase general office supplies as needed.
Coordinate the Lab’s long-term maintenance schedule, initiate and track repairs and replacements through Facilities work orders, and support strategic improvements with necessary logistics.
Compile information and data for review and approval of state and federal specimen collecting and holding permits; prepare annual reports and submit permit renewal applications.
Maintain familiarity with the Web Checkout electronic records and specimen checkout and circulation tracking system, provide data-entry support, run standard reports, and generate ad hoc reports.
Compile and present internal annual report data, including room-use statistics and information about Lab activities and staff.
Provide backup front-line operations oversight, including the front desk when other Lab staff are unavailable.
Perform other related duties as assigned.