Job Summary:
Rhode Island School of Design (RISD) is seeking a Career Center Operations Coordinator to join our Career Center team. The RISD Career Center educates, advises and empowers all students and alumni to effectively translate their education into fulfilling professional experiences.
The Career Center Operations Coordinator manages a broad range of daily office operations for the Career Center that serves over 2,500 students annually through advising appointments and over 1,000 students annually through remote and on-site portfolio reviews, on-campus recruiting events and an internship fair. Provide a high level of customer service to students, employers, staff, faculty and alumni who engage with the office by phone, email and in-person. Hire, train, and supervise student work-study staff to provide front desk reception coverage.. Evaluate, approve and post appropriate jobs, internships and opportunity submissions daily to ArtWorks, RISD’s job, internship and opportunity board. Identify notable employers for possible participation in Career Center programs and events. Assist with processing and tracking of student and employer internship registrations and evaluations in ArtWorks through each internship cycle. Support Career Center signature events by processing and confirming the details of employer registrations, updating event websites, data clean-up on contact emails and records in the system, and processing of honorariums when necessary. Coordinate and support logistical arrangements for career events, programs and on-campus recruitment, including securing spaces, room arrangements, catering, and post event breakdown. Assist the Director with office budget including processing of payments for vendors, subscriptions, and services through daily operations.
As an employer, RISD offers a supportive, collegial, and inclusive work environment and a competitive benefits package.
Essential Functions:
Daily Office Operations
- Manage a broad range of daily office operations of the Career Center and provide a high level of customer service to students, employers, staff, faculty and alumni who engage with the office daily by phone, email and in person.
- Provide day to day coverage of Careers reception area unless there is work study coverage of the area.
- Ensure proper set-up of reception area and secure closing of reception area phones, laptops and display monitors at the end of each day. Maintain professional appearance of reception, waiting, and kitchen areas.
- Evaluate and respond to messages and questions in all three primary Career Center email boxes: RISDcareers, Artworks and Internships. Forward emails to staff members to respond to inquiries when appropriate.
- Coordinate the flow of student appointments in-person and remotely via Zoom. Greet other visitors and provide directions as needed.
- Coordinate reservations using 25Live for career programs, communicate with RISD facilities, dining, and catering to confirm room set-up for on-site programs and food delivery as needed.
- Track day to day office needs and order office supplies and arrange services for staff as needed.
- Assist the Director with office budget including processing of payments for vendors, subscriptions, and services through daily operations.
Supervision of Work-Study Students
- Hire, train and supervise 5 to 10 student work-study staff, striving to represent the RISD student body, to support daily operations for the Career Center, including but not limited to: answering questions in person or remotely via Zoom, via phone and email; coordinating the flow of advising appointments; posting jobs and updating employer contacts in ArtWorks, and providing postering for events.
- Train students to host Zoom drop-in appointments for remote career advising meetings.
- Identify student’s academic and personal interests and assign them related research work on companies, firms, studios, organizations and alumni to generate new leads and contacts for building Career Center resources.
- Instruct work-study staff on the use of ArtWorks for posting and approving jobs and contacts and on the use of other data management tools, i.e. FormStack and Excel, to ensure data integrity and continuity in ArtWorks.
- Provide regular supervision and coaching to ensure students are successful in their role. Work with the associate director to update work-study job descriptions as needed.
ArtWorks Approvals for Employers, Contacts and Jobs
- Review, confirm criteria and proofread all jobs, internships and opportunities submitted to ArtWorks, update postings as needed and approve them within 48 hours. Post other opportunities vetted by the Career Center staff and recommended as ArtWorks postings within 2-3 days.
- Respond to all employer inquiries about posting their opportunity to ArtWorks, explain the posting process and criteria for appropriate postings, provide alternative resources when ArtWorks is not suited for their opportunity. Navigate all employer calls and emails with professionalism and tactfulness.
- Aim to post 10-15 opportunities or more, daily to ensure ArtWorks is a robust resource for students and alumni seeking jobs, internships and artist opportunities. Tag employers to invite to Career Center signature events - Internship Connect, Design Portfolio Review and Fine Arts Portfolio Review for future consideration.
- Consult with the associate director on postings and employer requests as needed.
Administrative Support for Internships
- Work closely with the Career Center Internship Manager on the time sensitive processing and detailed tracking of student and employer internship registrations and evaluations in ArtWorks using the 12Twenty platform.
- Support students, staff, faculty and employers with their internship questions, registrations and evaluations in ArtWorks. Send emails to students and employers to alert them to deadlines and missing required documentation.
- Support internship manager with the development of a detailed long-range internship calendar with key dates and deadlines for the academic calendar and Registrar’s Office.
- Create reports for all academic departments to track students in internships, and coordinate the flow of internship evaluations from ArtWorks to students, employers, academic departments and the Registrar’s Office. Document all processes used for internship management at the Careers internal site for office procedures.
- Attend and contribute to meetings organized by the Internship Manager for Senior Academic Specialists.
Career Center Signature Events, Programs, & Recruitment Support
- Provide logistical support for Career Center signature events. Manage the employer registration process in ArtWorks to ensure accuracy of information on participating contacts, dates of participation and RISD majors of interest.
- Update websites for each event with participating company names, links to their websites and preferred majors.
- When necessary for on-site events, recruit and train 10-12 volunteers to assist with student and employer check-in processes when the event is held in person. For remote events, provide coverage during the event to respond to phone calls and emails coming into the main Career Center email box, address and resolve questions.
- Work with associate director on logistics for on-campus recruiting visits including student schedule of appointments, check-in and student waiting area.
- Process honorariums for events and career programs when necessary.
Additional Functions:
- Performs other related duties as assigned.
Knowledge/Skills/Experience Requires:
- Associates Degree and three year’s previous administrative support/assistant experience, or equivalent combination of experience and education required.
- Must possess strong PC or MAC computer skills, demonstrated experience with database systems and systems management, and ability to update content on web platforms (with preference given to Wix and SquareSpace). MS Office (Word, Excel, PowerPoint), and Adobe Suite.
- Excellent verbal and written communication, customer service, organization, and interpersonal skills.
- High capability to work with a wide range of people and cross-disciplinary teams.
- Demonstrated ability to build relationships with diverse users and to respond to their demands and requests.
- Must be proactive, detail-driven and use exceptional time management skills to prioritize tasks.
- Demonstrated analytical skills.
Preferred Qualifications:
- Bachelor’s Degree
- Experience in an art and design environment.
Union:
No
Work Schedule:
35 hours per week, 12 months per year
Work Modality:
On-campus
Employment Status:
Full-time; Regular; Non-Exempt
Grade:
525NE
Documents Needed to Apply:
Resume
Cover Letter
Salary Grade Structure
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:
Career Services
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