Academic Admin Support Coordinator

Position Highlights

This position will initially support our Electrical and Microelectronic Engineering department but may be assigned to work in other academic departments in the College of Engineering as needed. This Senior Staff Specialist - Office Coordinator provides the primary administrative and financial accounting support to an academic department (or program) under the supervision of a department head or program director.  The coordinator plays a key role in ensuring a welcoming environment that encourages the development of connections among students, staff, and faculty.  The coordinator is expected to be both self-directed and collaborative; to interact in a professional and informed manner with individuals both inside and outside the university; and to exercise discretion and judgement in addressing sensitive or protected information pertaining to students, faculty and staff.  The Office Coordinator serves as the primary liaison to the administrative and financial support staff in the dean’s office and to the college’s scheduling officer.  Some of the general responsibilities of the Office Coordinator include managing day-to-day operations of the department office; monitoring and analyzing the department’s budget and financial accounts; facilitating recruiting, hiring and other human resource processes; providing academic program support (e.g., scheduling courses, updating department materials, collecting and analyzing assessment data, helping prepare accreditation reports);  organizing and coordinating department events; hiring and supervising student workers; and other special projects requiring similar knowledge and skills.

EXPERIENCE

• Minimum of 5 years of experience required.

SPECIALIZED SKILLS

• Exceptional communications skills, both written and verbal
• Microsoft Office Suite, Outlook, Excel, PowerPoint
• Computer file organization

OPTIONAL:  Indicate preferred education, experience or specialized skills:

• Previous grant accounting experience
• Workday experience

Essential Duties & Responsibilities

• Addresses both routine and complex, unanticipated issues and inquiries, ensuring timely resolution while maintaining compliance with department and university policies and procedures. Collaborates with internal and external stakeholders on confidential matters
• Acts as a resource for interpreting practices, processes, and policies, providing clear guidance to others. Represents the department and program in communications with personnel at various levels, managing and safeguarding sensitive and critical information. Advises stakeholders on departmental policies and procedures
• Assists in the preparation and dissemination of information regarding degree programs, course requirements, curriculum updates, and marketing collateral
• Manages instructional support tasks such as coordinating course syllabi, administering course evaluations and exams, and responding to student inquiries
• Provides student services support, including processing tuition waivers, course permits, graduation checks, and tracking student progress
• Supports the scheduling of courses and assists with academic coordination, ensuring smooth course offerings and scheduling logistics
• Contributes to student recruitment efforts and accreditation activities such as data analysis, teaching assistant coordination, exam management, and helps coordinate any associated outreach events
• Assists faculty with grant proposal preparation, tracks grant budgets, and provides guidance on financial processes while responding to inquiries and ensuring policy compliance
• Other duties as assigned

Knowledge, Skills, & Abilities

• Knowledge of office management, administrative procedures, and university operations to ensure effective workflow and coordination
• Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records
• Knowledge of academic program structures, degree requirements, and course curricula to provide accurate information and support to students and faculty
• Skill in managing and coordinating course schedules, ensuring smooth logistics and alignment with academic calendars
• Skill in communication and customer service, providing clear and responsive support to students, faculty, and external partners
• Skill in problem-solving, addressing inquiries, and resolving issues efficiently while maintaining a high level of customer service
• Ability to coordinate multiple tasks and responsibilities simultaneously, ensuring deadlines are met and operations run smoothly
• Ability to build positive working relationships with students, faculty, staff, and external partners, enhancing communication and collaboration
• Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standards

Minimum Education & Experience

• Associate's degree in related field
• 5 years of related experience
• Equivalent combination of experience and education may be considered

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 3 - Senior level role with considerable knowledge and skills. Performs complex tasks and project work. Work is typically not routine and requires troubleshooting and analysis. Mentors or guides less experienced staff.

FLSA Category

Non-Exempt

Work Location

On Campus

Compensation

$19.65 - $31.45 Hourly

Application Materials

When you are ready to complete an application for this position please be prepared to submit the below requested information.  This will be required to ensure your application is processed in a timely manner.

Cover Letter, Curriculum Vitae or Resume

Candidates must be eligible to work in the United States.

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law.

If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [email protected]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.