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Office Coordinator and Data Systems Manager | Rhode Island School of Design (Providence, RI)

The RISD Career Center is pleased to announce a vacancy for an Office Coordinator and Data Systems Manager. This is an exciting opportunity for a coordinator/data professional to develop an in-depth understanding of RISD’s Career Center operational needs and current data system functionality. Using this information the Office Coordinator and Data Systems Manager will research, analyze, determine, recommend and implement solutions and enhanced features to the current and future systems. The ideal candidate will have a demonstrated ability to build relationships with diverse users and respond to their requests with care, efficiency and professionalism.

In addition, the Office Coordinator and Data Systems Manager is responsible for the following:

  • Hire, train and manage student work study staff to provide reception coverage for the Career Center and respond to inquiries made in person, by phone and/or email.
  • Serve as liaison between the Career Center and GradLeaders, OIT, other RISD departments and external vendors in order to maintain the functionality and integrity of the Career Center database platform (GradLeaders) so it effectively performs as the ArtWorks career portal (job and internship database, student registration system for internships and all Career Center event registrations).
  • Anticipate system limitations and issues and engage appropriate parties to resolve problems.
  • Train, advise and support end-user staff on database applications and report functionality. Facilitate, support and assist in recruitment activities for the RISD Career Center via online tools, systems and protocols for students, employers and organizations.

The RISD Career Center educates, advises and empowers all students and alumni to effectively translate their education and creativity into fulfilling professional experiences.

Essential Functions

Either directly or through student work study staff, facilitate and coordinate the Career Center’s administrative and operational functions while ensuring coverage of the reception desk. Hire, train and manage student work study staff to support daily operations for the Career Center, including but not limited to: answering questions in person, via phone and email; coordinating flow of advising appointments; posting jobs and updating employer contacts in ArtWorks and completing research and projects as needed. Regularly instruct work study staff on the use of the Career Center database and other data management tools (i.e. FormStack and Excel) to ensure data integrity and continuity. With input from Career Center Staff, draft staff meeting agendas which focus on priorities and advancement of office goals. Regularly evaluate office processes and recommend improvements to increase efficiency, continuity and effectiveness among staff and project work. Manage the online appointment booking system used to schedule advising appointments and office Google calendars for recruiting interviews, meetings and programs.

Responsible for administering and continually monitoring the integrity of the Career Center’s database platform. Evaluate, research, recommend and implement, as approved, processes and protocols to ensure highest levels of functionality and data integrity. Generate, modify and maintain a wide array of data reports. Review, analyze and present data findings for the Career Center and various RISD departments. Actively engage and coordinate with database vendor to identify system needs, recommendations, upgrades, features, and customizations in order to help increase functionality for Career Center users. Integrate and apply upgrades and features as approved. Audit system regularly and perform data clean-up, including merging duplicate records, finalizing incomplete profiles and archiving old records. Create and modify system user guides for staff and other user groups. Train staff on new system functionality when needed and troubleshoot system issues for all user groups via phone, email and in person.

Monitor, track, and confirm data registration, fees, reminders, and e-mails through ArtWorks in order to support all phases of Career Center programming, recruiting efforts, and signature events. Disseminate email campaigns to employers including invitations to programs, follow-up surveys, outreach greetings, solicitations to post jobs and internships, and others as needed. Run periodic event status reports to inform and alert staff of additional actions/concerns. Participate in recruiting events as point of contact for students and employers/organizations. Solicit, coordinate and train volunteers to lend support at signature recruiting events.

Proactively engage with the Internship Manager to regularly evaluate the Internship Module Platform and to maintain and improve its functionality for tracking and registering students who participate in internships. Create reports for all academic departments to track students in internships, and coordinate the flow of internship evaluations from ArtWorks to students, employers and academic departments.


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, 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 manage their demands and requests.

Must be proactive, detail-driven and able to multitask. Demonstrated analytical skills.

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