Academic Division Manager | Rhode Island School of Design - Military Veterans

Job Summary Rhode Island School of Design (RISD) seeks an Academic Division Manager to join the Architecture + Design division. The Architecture + Design division oversees seven academic departments including: Apparel Design, Architecture, Furniture Design, Graphic Design, Industrial Design, Interior Architecture, and Landscape Architecture. The architecture and design disciplines encompass many forms, materials, spaces and interactions. Work ranges from images and objects to experiences and environments. Each department is responsible for its own programming and curriculum, but by sharing administrative coordination through the division, the architecture and design departments at RISD have developed the means for multidisciplinary exchange on projects, pedagogy, methodologies and research. The Academic Division Manager assists and provides administrative and logistical support to the Dean and the Division of Architecture + Design. Oversees the day-to-day administration of a complex divisional office. Supports the planning and oversight of curricular offerings, teaching loads, faculty contracts & salaries. Supports the planning and tracking of operating and capital budgets, scholarships, and restricted accounts. Serves as resource in acclimating and orienting divisional faculty, staff and students to operational processes and practices and as a liaison between the various campus departments, faculty, staff, students, alumni, prospective students and the Division of Architecture + Design. Hirer, trains, evaluates and supervises divisional administrative support staff. Maintain confidentiality in all sensitive matters. As the Academic Department Administrator, you orchestrate the seamless functioning of academic, administrative, and financial operations within the department. Your role involves acting as the primary liaison between the department and various institutional offices to ensure alignment with college-wide policies and procedures. With extensive knowledge of departmental programs and resources, you liberate the Department Head from daily administrative tasks, exercising independent judgment and confidentiality while providing analytical and financial insights to support strategic decision-making and logistical planning. Additionally, you maintain vigilant oversight to ensure the department's compliance with institutional policies and regulations. We seek a culturally competent candidate who 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. Essential Functions: Administrative Support of Dean On behalf of the Dean, act as liaison for the Division of Architecture + Design to provide administrative advice and guidance to department heads, full-time faculty, part-time faculty, graduate program directors, department support staff members, and technicians. With Academic Affairs, orient newly appointed deans to division and existing administrative practices and procedures, as appropriate. With the Dean and division staff, serve as the central point of contact for the internal and external community for the Division of Architecture + Design, including visitors, students, parents, and faculty, and other RISD departments. Support division international initiatives and funded/sponsored efforts as directed. Oversee processing of all internal and external correspondence for the dean and see that communications are handled properly. Compose correspondence as required. Compile information, conduct research and produce complex reports for dean and academic affairs as requested. Stand in for the dean at meetings and special events and represent division on various school-wide committees as needed. Organize and maintain division records. Staffing and Staff Development Hire, professionally develop, lead and supervise academic support staff. Support temporary office staff and divisional work-study students as needed. Proactively engage with Academic Affairs, to coordinate, train, and share best practices with academic support staff, and enhance opportunities for division wide coverage. Remain current and familiar with RISD policies and procedures, as well as pertinent union contracts, to help recognize, analyze and communicate issues and ensure division and department compliance or resolution. Academic/Curricular Support planning and oversight of courses for undergraduate and graduate degrees. Serve as first line of review to ensure that full-time faculty and part-time faculty teaching unit loads comply with contracts and that all leaves, course releases for full-time faculty teaching in other departments, and cost sharing for courses are verified and documented. Ensure that published curriculum and course tables are audited for compliance to school, division and department norms and are received and processed in a timely manner. Assist faculty teaching courses offered through Division of Architecture + Design with coordination and logistics related to courses. Review and process forms on behalf of and/or in consultation with the dean. Ensure the accuracy, contractual compliance and timely processing of day-to-day transactions, including, but not limited to student, staff and faculty Conference and Professional Development Fund applications, Exceptions to Policy, course cost expenses, course proposals, course revision forms, faculty staffing forms and New Hire forms, stipends, and other academic transactions. Assist the Dean in complete and accurate submission of soft funded course proposals and other complex processes requiring additional information/documentation and those requiring Curriculum Committee or Wintersession Committee review such as travel courses, graduate student authored courses, curricular changes and new programs. Collaborate with RISD Global Finance, Research, Academic Affairs, and other offices as needed towards these goals. Using enrollment information from Admissions and the Registrar track and analyze statistics related to student contact hour/teaching unit ratios, change of majors, withdrawals, and readmits from to assist the dean in determining resource allocations as needed. Using budget, contract and salary table data review New Hire requests and provide analysis, as requested, for the Dean on rate equity and budget compliance. Analyze internship data provided by RISD Careers. Budget and Resources Coordinate and assist with developing capital budget requests. Assure that forms are properly completed and supporting documentation provided. Support planning and monitoring of operating budget and capital budgets. Monitor all departments' operating, capital, scholarships, and restricted accounts for compliance. Facilitate meeting of deadlines pertinent to the dean, associate dean, department heads and graduate program directors. Alert Dean(s) and Departments of issues of concern; work with Academic Affairs to reconcile financial matters. Ensure the accuracy, compliance, timely processing, documentation, and reporting of Divisional Financial transactions. On an as needed basis, support and coordinate facilities, space and resources acquisitions; this includes working with Information Technology Services, Academic Affairs and Departments to identify and accommodate the computer needs of full-time faculty, staff, departments, and computer labs. Division Events and Communications Responsible for the communication of and logistical arrangements (travel, catering, media resources, facilities, public safety, etc.) for regular division meetings and special events. Organize and oversee visits at the divisional level. May assist with departmental and multi-departmental visits as needed. Serve as the representative for the Architecture + Design Division Commencement ceremonies and collaborate with Alumni Relations and the Commencement Committee as needed. Oversee the compilation and dissemination of news about the Division, its departments, faculty, students and alumni accordingly. Collaborate with Academic Affairs Recruiting Coordinator on Faculty Searches; serve as primary contact and coordinator of division and department recruiting events (planning, logistics, and promotion) for finalists' on-campus visits. As needed, provide administrative support for special projects within the Division including, but not limited to, new curricular initiatives and degree programs. Student Issues Provide advice, information, and assistance to students where judgment, knowledge, and interpretation of College policies and programs are necessary such as the grade appeal process, academic standing, and proper completion of various forms. Maintain absolute confidentiality relative to sensitive student issues. Required Knowledge/Skills/Experience Ability to articulate and demonstrate the employment of diversity, inclusion, and equity in systems, policies, procedures, and services. At least five to seven years administrative support experience with at least three years providing administrative support to senior management level, preferably in an academic environment. Three years or more of management experience. Must be able to work independently (i.e. with minimal supervision). Team player, ability to step in and offer support where needed. Adept at dealing with ambiguity, effectively able to resolve conflicts before they become issues. Ability to interpret and prioritize request for information and follow up as needed. Previous experience managing and maintaining electronic calendars and filtering requests for senior manager's time. Ability to always act in best interest of the College. Excellent interpersonal, communication, and analytical skills. Experience managing budgets and logistical arrangements necessary. Strong knowledge and skill in using PC and Mac computer software including word processing, spreadsheets, databases, and Google applications. Ability to learn and adapt to new systems, processes, and software is required, including developing proficiency with various Enterprise Resource Planning, space and student systems (i.e. Workday, 25Live). Demonstrated ability to work in a complex and fast-paced environment and to interact with multiple diverse populations of varying needs. Bachelor's degree or equivalent combination of education and experience. Preferred Qualifications: Experience in an academic environment Ability to supervise with tact and diplomacy in a complex, matrixed environment. Union: No Work Schedule: 35 hours per week; 12 months per year Employment Status: Full-time, Exempt, Regular Grade: 535EX Work Modality On-campus Documents Needed to Apply: Resume (Required) Cover Letter (Required) 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: Administrative Support Services