Academic Admin/Prgm Support Coordinator II

Rochester Institute of Technology; United States; Hybrid; USD 51,291,000 - 81,278,000; Full time

Job summary

Rochester Institute of Technology is seeking an Operations/Administrative support role on the Saunders Center team. The position primarily supports the Director of Finance and Administrative Operations and works with department chairs and MIS/Marketing/Analytics staff to streamline processes and improve communications.

Initially on-campus, hours Mon-Fri 8:00 AM to 4:30 PM, with eligibility for one remote day per week after three months. Occasional evening or weekend events may be required.

Qualifications

• Associate's degree in related field; 3 years of relevant experience.
• Equivalent combination of experience and education may be considered.
• Knowledge of office management, university operations, scheduling, data analysis, and academic records.

Responsibilities

• Addresses routine and complex issues ensuring timely resolution per policies and procedures.
• Collaborates with internal/external stakeholders on confidential matters.
• Represents the department in communications and safeguards sensitive information.

Skills

Office management

Communication

Customer service

Data analysis

Education

Associate's degree in related field

Tools

Scheduling software

Academic records databases

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 & 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 3 years of relevant experience. Equivalent combination of experience and education may be considered.

Job Level Overview

Operations, 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 Category

Non-Exempt

Work Location

Hybrid

Compensation

$17.90 - $28.60 Hourly

Candidates must be eligible to work in the United States.

Additional Details

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 or 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.

Founded in 1829, Rochester Institute of Technology has a long-standing history of innovation that blends the arts, technology, and experiential learning. In addition to its main campus in Rochester, New York, RIT maintains a strong international presence with over 100 active global partnerships and international campuses in Croatia, Dubai, and Kosovo. As of Fall 2024, total student enrollment across all campuses exceeded 21,000. Nationally recognized for its co-op and internship programs, RIT is supported by more than 4,000 dedicated faculty and staff members committed to student success. Its 1,300-acre suburban campus features cutting-edge facilities that reflect RIT’s strengths in applied research, design, and workforce development.