Administrative Assistant, Facilities

Rhode Island School of Design•Providence, RI

2d•Onsite

About The Position

Provides administrative support to the Assistant Vice President of Facilities and the Facilities Department, performing routine and moderately complex tasks in support of departmental operations. Coordinates calendars and meetings; serves as a point of contact for internal and external Facilities inquiries; and escalates issues as appropriate. Assists with compiling and formatting information related to Facilities budgets, capital and maintenance projects, and operational tracking. Prepares standard reports and presentation materials using established templates. Performs administrative functions, including correspondence, meeting notes, filing, and support for routine financial transactions in Workday. Supports planning and logistics for Facilities meetings, project-related meetings, and departmental events. Essential Functions/Duties: Facilities Administrative, Communications & Coordination Support Provides comprehensive administrative support for the Assistant Vice President of Facilities and the Facilities leadership team. Coordinates calendars and meetings; prepares agendas, materials, and meeting notes; and tracks routine follow-up items and deadlines. Performs general office and administrative functions, including correspondence, document preparation, file maintenance, mail distribution, and ordering office supplies and equipment. Assists with preparing standard presentations, charts, and reports using established templates. Supports Facilities-related communications and internal events by coordinating meeting and event logistics, managing the Facilities general email inbox, maintaining the Facilities website content, and assisting with sharing departmental updates through established campus communication channels. Facilities Intake Coordination & Customer Communication Serves as a primary administrative point of contact for general Facilities inquiries and non-work-order service requests. Provides customer service by answering routine questions, directing requests to the appropriate Facilities team or system, and communicating status updates as provided by Facilities supervisors or the work order function. Does not approve, dispatch, or close work orders. Operational Tracking & Reporting Support Supports Facilities leadership by organizing, tracking, and monitoring summaries of maintenance, capital, and renovation activity for reporting and planning purposes. Compiles data from Facilities systems and supervisors to support visibility into workloads, schedules, and trends, without direct responsibility for assigning or managing individual work orders. Facilities Systems Administration & Coordination Serves as a backup resource for processing Facilities requests in the Facilities Management Database (TMA) and related tracking tools. Uses established systems and procedures to enter, update, and monitor requests, run standard reports, and support preventive maintenance scheduling as directed. Identifies data quality issues or backlogs and escalates concerns to Facilities leadership. Coordinates with internal support teams and vendors to resolve basic system issues and supports approved enhancements. Oversees the Facilities van rental program in accordance with established procedures. Financial Transaction Support Provides administrative support for Facilities financial processes in Workday, including preparing documentation, tracking transaction status, and assisting leadership with budget monitoring and reporting. Does not independently review, approve, reconcile, or adjust procurement card transactions or accounts payable entries. Additional Functions: Performs other related duties as assigned.

Requirements

Bachelor’s degree in business administration, facilities management, communications, or a related field, or an equivalent combination of education and relevant administrative experience.
Three to five years of administrative or office support experience, preferably in a facilities, operations, or higher education environment.
Demonstrated ability to provide routine and moderately complex administrative support in a service-oriented department, with the ability to follow established procedures and work under general direction.
Experience coordinating calendars, meetings, and departmental communications, and serving as a point of contact for internal and external inquiries, escalating matters as appropriate.
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Google Workspace tools (e.g., Docs, Sheets, Slides, Calendar), with the ability to learn and use additional systems and tools, including enterprise systems such as Workday and facilities management databases (e.g., TMA), in accordance with established procedures.
Experience in preparing standard reports, presentations, and tracking summaries using templates and guidelines.
Strong organizational skills with the ability to prioritize, multitask, and maintain accuracy, particularly when managing schedules, tracking information, and supporting reporting needs.
Ability to gather, organize, and format information related to budgets, projects, and operational activity.
Excellent written and verbal communication skills and the ability to interact professionally and effectively with a diverse population of faculty, staff, students, vendors, and visitors.
Demonstrated customer service orientation and the ability to respond to routine inquiries with clarity and courtesy.
Ability to handle confidential and sensitive information with discretion and professionalism, and to apply sound judgment in recognizing when matters should be referred to Facilities leadership.
Demonstrated reliability, flexibility, attention to detail, and a collaborative, team-oriented approach to work.
Commitment to supporting an inclusive work environment and the ability to work respectfully and effectively across differences in background, role, and perspective.

Responsibilities

Provides comprehensive administrative support for the Assistant Vice President of Facilities and the Facilities leadership team.
Coordinates calendars and meetings; prepares agendas, materials, and meeting notes; and tracks routine follow-up items and deadlines.
Performs general office and administrative functions, including correspondence, document preparation, file maintenance, mail distribution, and ordering office supplies and equipment.
Assists with preparing standard presentations, charts, and reports using established templates.
Supports Facilities-related communications and internal events by coordinating meeting and event logistics, managing the Facilities general email inbox, maintaining the Facilities website content, and assisting with sharing departmental updates through established campus communication channels.
Serves as a primary administrative point of contact for general Facilities inquiries and non-work-order service requests.
Provides customer service by answering routine questions, directing requests to the appropriate Facilities team or system, and communicating status updates as provided by Facilities supervisors or the work order function.
Does not approve, dispatch, or close work orders.
Supports Facilities leadership by organizing, tracking, and monitoring summaries of maintenance, capital, and renovation activity for reporting and planning purposes.
Compiles data from Facilities systems and supervisors to support visibility into workloads, schedules, and trends, without direct responsibility for assigning or managing individual work orders.
Serves as a backup resource for processing Facilities requests in the Facilities Management Database (TMA) and related tracking tools.
Uses established systems and procedures to enter, update, and monitor requests, run standard reports, and support preventive maintenance scheduling as directed.
Identifies data quality issues or backlogs and escalates concerns to Facilities leadership.
Coordinates with internal support teams and vendors to resolve basic system issues and supports approved enhancements.
Oversees the Facilities van rental program in accordance with established procedures.
Provides administrative support for Facilities financial processes in Workday, including preparing documentation, tracking transaction status, and assisting leadership with budget monitoring and reporting.
Does not independently review, approve, reconcile, or adjust procurement card transactions or accounts payable entries.
Performs other related duties as assigned.