Academic Admin/Program Support Coordinator III

Rochester-Institute-of-Technology; City of Rochester (NY); On-site; USD 27,000 - 43,000; Full time

Benefits offered by this job

On-campus work location

Pay transparency salary range

Job summary

Rochester Institute of Technology in Rochester, NY, seeks a Senior Staff Assistant to support the Office of Pre-Health Professions and the Office of Veteran Student Success. You will coordinate administrative workflows, manage records, scheduling, and internal communications to keep programs running smoothly.

The role requires discretion with sensitive information, strong organization, and the ability to handle multiple priorities while collaborating with students, faculty, and staff.

Qualifications

• Associate's degree in a related field is required.
• Minimum 5 years of related experience is expected.
• Strong organizational and communication skills are essential.

Responsibilities

• Coordinate projects and events for the division.
• Provide administrative support to the Office of Pre-Health Professions and OVSS.
• Manage records, scheduling, and communications.
• Assist with budgeting and accounting records.
• Respond to student inquiries and support services.

Skills

Office management

Scheduling

Data analysis

Student records

Communication

Customer service

Problem-solving

Multi-tasking

Relationship building

Education

Associate's degree in related field

Tools

MS Office

Database management

Course management systems

Job description

Position HightlightsThe Senior Staff Assistant plays a key role in providing administrative and operational support across the division, with primary responsibility for supporting the Office of Pre-Health Professions and the Office of Veteran Student Success (OVSS) .Key responsibilities Include:Project coordination, event planning, internal and external communications, human resources support, assessment activities, and maintaining departmental budget and accounting records. Duties may involve access to sensitive, confidential, and protected information and require a high degree of discretion and professionalism.The Office of Pre-Health Professions provides personalized academic advising and support to help students become strong candidates for admission to medical schools and graduate programs in the healthcare professions. Pre-health pathways are available to students from any major at RIT.The Office of Veteran Student Success (OVSS) serves as RIT's central resource for veteran and military-affiliated students by coordinating VA education benefit certification, facilitating access to military-related resources, and providing administrative support services.The Senior Staff Assistant supports the day-to-day administrative operations of both offices through records management, scheduling, communications, and coordination of departmental processes. This position helps ensure the efficient, accurate, and timely completion of administrative workflows and projects.The successful candidate will demonstrate a positive, service-oriented approach, strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting a diverse range of stakeholders across the division. Flexibility, professionalism, and commitment to excellent customer service are essential.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 field5 years of related experienceEquivalent combination of experience and education may be consideredJob Level OverviewOperations, 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 CategoryNon-ExemptWork LocationOn CampusCompensation$19.65 - $31.45 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.