Academic Admin/Prgm Support Coordinator II

Rochester-Institute-of-Technology; City of Rochester (NY); On-site; USD 25,000 - 39,000; Full time

Job summary

Rochester Institute of Technology is seeking an Administrative Operations Associate to support the Director of Finance and Administrative Operations and department chairs. The role features a hybrid work arrangement with on‑campus duties and a transition to one remote day weekly after three months.

The position emphasizes handling confidential information, coordinating course schedules, assisting with degree programs, and supporting recruitment and accreditation activities.

Qualifications

• Associate's degree or equivalent combination of education and experience.
• 3 years of relevant experience.
• Equivalency considered for education/experience.

Responsibilities

• Addresses routine and complex inquiries with timely resolution.
• Collaborates with internal/external stakeholders on confidential matters.
• Interprets practices, processes and policies for guidance.
• Represents the department in communications with personnel at various levels.
• Assists in preparation of degree program information and marketing collateral.
• Manages course syllabi, evaluations, exams and student inquiries.
• Provides student services support (tuition waivers, course permits, graduation checks).
• Supports scheduling of courses and academic coordination.
• Contributes to recruitment efforts and accreditation activities.
• Assists faculty with grant proposals and budget tracking.

Skills

Office management

Communication

Customer service

Scheduling

Data analysis

Academic records

Relationship building

Education

Associate's degree in related field

Tools

Scheduling software

Databases

Data analysis tools

Job description

This position reports to the Director of Finance and Administrative Operations and will work closely with the Chairs of the International Hospitality and Service Innovation Department , and the Management Information Systems (MIS), Marketing, and Analytics Department.As a key member of our Service Center Team working alongside two Senior Staff Assistants, this position plays a vital role in enhancing communication, streamlining processes, and ensuring a productive environment for Saunders’ four academic departments.Hybrid Remote Work Expectations: This is initially an on-campus position, Monday-Friday, 8:00 AM–4:30 PM. After three months and steady progress toward meeting expectations, this position is eligible for one day per week of remote work.There may be the occasional need to work an evening or weekend event.Essential Duties & ResponsibilitiesAddresses 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 mattersActs 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 proceduresAssists in the preparation and dissemination of information regarding degree programs, course requirements, curriculum updates, and marketing collateralManages instructional support tasks such as coordinating course syllabi, administering course evaluations and exams, and responding to student inquiriesProvides student services support, including processing tuition waivers, course permits, graduation checks, and tracking student progressSupports the scheduling of courses and assists with academic coordination, ensuring smooth course offerings and scheduling logisticsContributes to student recruitment efforts and accreditation activities such as data analysis, teaching assistant coordination, exam management, and helps coordinate any associated outreach eventsAssists faculty with grant proposal preparation, tracks grant budgets, and provides guidance on financial processes while responding to inquiries and ensuring policy complianceOther duties as assignedKnowledge, Skills, & AbilitiesKnowledge of office management, administrative procedures, and university operations to ensure effective workflow and coordinationKnowledge of office software and databases, including tools for scheduling, data analysis, and managing academic recordsKnowledge of academic program structures, degree requirements, and course curricula to provide accurate information and support to students and facultySkill in managing and coordinating course schedules, ensuring smooth logistics and alignment with academic calendarsSkill in communication and customer service, providing clear and responsive support to students, faculty, and external partnersSkill in problem-solving, addressing inquiries, and resolving issues efficiently while maintaining a high level of customer serviceAbility to coordinate multiple tasks and responsibilities simultaneously, ensuring deadlines are met and operations run smoothlyAbility to build positive working relationships with students, faculty, staff, and external partners, enhancing communication and collaborationAbility to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standardsMinimum Education & ExperienceAssociate's degree in related field3 years of relevant experienceEquivalent combination of experience and education may be consideredJob Level OverviewOperations, Administrative, Service, or Technical Support Level 2 - An intermediate level role with working foundational knowledge and skills to perform routine and occasionally non-routine tasks. Tasks may require interpretation or deviation from standard procedures. May provide assistance to entry level staff.FLSA CategoryNon-ExemptWork LocationHybridCompensation$17.90 - $28.60 HourlyApplication MaterialsWhen 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 ResumeCandidates must be eligible to work in the United States.Additional DetailsIn 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 [e-mail] . Determinations on requests for reasonable accommodation will be made on a case-by-case basis.