Academic Admin/Program Support Coordinator III

Rochester Institute of Technology; United States; On-site; USD 27,000 - 43,000; Full time

Job summary

Rochester Institute of Technology is seeking a Senior Staff Assistant to provide comprehensive administrative and operational support for the Office of Pre-Health Professions and the Office of Veteran Student Success (OVSS). The role emphasizes handling sensitive information, scheduling, and coordination of departmental processes across multiple offices.

The successful candidate will manage budgets, assist with event planning, and contribute to communications, assessments, and HR support while

Qualifications

• Associate's degree required; 5 years of related experience preferred.
• Experience coordinating administrative workflows and policies.
• Ability to handle sensitive information with discretion.

Responsibilities

• Provide administrative and operational support across the division, including coordination of projects and events.
• Assist in internal and external communications and HR support.
• Maintain departmental budget and accounting records and ensure compliance with university policies.
• Support scheduling, records management, and data collection for assessment activities.
• Coordinate processes across the Office of Pre-Health Professions and OVSS and liaise with stakeholders.

Skills

Office management

Communication

Project coordination

Customer service

Policy compliance

Education

Associate's degree in related field

Tools

Scheduling software

Data analysis tools

Accounting records software

Job description

Position Highlights

The 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 & 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 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.

Eligibility

Candidates must be eligible to work in the United States.

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

Equal Opportunity / Diversity

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.

About RIT

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.