Administrative Coordinator, Student and Adjunct Staff

Rochester Institute of Technology; United States; On-site; USD 26,000 - 33,000; Full time

Job summary

Rochester Institute of Technology seeks an experienced administrator to support RecWell student employment operations and staff development. This role oversees hiring, onboarding, offboarding, training coordination, and compliance for ~400 student employees and ~100 adjunct staff in Wellness Education and Club Sports.

The position is in-person on campus with potential for flexible arrangements. Strong HR knowledge, attention to confidentiality, and excellent communication are essential to foster

Qualifications

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

Responsibilities

• Coordinate day-to-day office tasks with other departments.
• Greet visitors, answer phones, provide customer support.
• Be the 1st point of contact for the assigned area.
• Manage calendars, interviews, travel, and events.
• Prepare and distribute communications to stakeholders.
• Handle documents and records with proper filing systems.

Skills

Administrative processes

Human resources practices

Scheduling

Invoicing & expenses

Stakeholder communication

Confidentiality

Education

Associate's degree in related field

Job description

Position Highlights

The Recreation and Wellness Programs (RecWell) department plays a vital role in creating an engaging, healthy, and inclusive campus experience. This position serves as a key resource for student employment operations and staff development, supporting nearly 400 student employees across a variety of recreational and wellness programs, as well as approximately 100 adjunct staff members within Wellness Education and Club Sports. This is an exciting opportunity for a student-focused professional who is passionate about staff development, leadership education, and creating meaningful employment experiences that contribute to student success. The successful candidate will oversee the full student and adjunct employee lifecycle, including hiring, onboarding, offboarding, training coordination, certification tracking, and compliance management. This role also leads major staff development initiatives, department-wide training programs, and employee recognition efforts designed to foster leadership growth, professional development, and a positive workplace culture. This is an in-person position, with the potential for flexible work arrangements in accordance with university and departmental policies.

Preferred Qualifications

• 1-3 years of experience in human resources, staff development, staff supervision, or a related field.
• Experience working in higher education.
• Demonstrated success developing and facilitating staff training, leadership, or professional development programs.
• Conversational proficiency in American Sign Language (ASL).

Recreation and Wellness

The Department of Recreation and Wellness Programs (RecWell) empowers students to enhance their wellbeing, develop leadership skills, build meaningful connections, and engage in healthy lifestyles through innovative recreational and wellness opportunities.

Vision

To create the nation's most engaged campus community through meaningful and innovative recreation and wellness experiences.

Mission

To promote healthy lifestyles, social interaction, leadership development, and sportsmanship through comprehensive, inclusive, and high-quality recreational programs, services, facilities, and employment opportunities.

What We Value

• Promoting health and wellbeing through quality programs, services, facilities, and resources.
• Maintaining safe, welcoming, and accessible environments for all participants.
• Providing exceptional customer service to students, faculty, staff, and visitors.
• Developing highly trained student and professional staff leaders.
• Creating opportunities for student growth through leadership, employment, and experiential learning.
• Building collaborative partnerships across campus to support student success and wellbeing.
• Fostering inclusive programming that engages and supports a diverse campus community.
• Expanding access to recreation and wellness opportunities through innovative outreach and engagement strategies.

Essential Duties & Responsibilities

• Ensures the smooth operation of day-to-day office tasks by coordinating with other departments and assisting with various administrative functions as needed
• Handles front desk activities by greeting visitors, answering phones, and providing customer support
• Serves as the 1st point of contact for assigned area
• Coordinates and manages calendars, scheduling appointments, interviews, travel, and events
• Assisting with or coordinating the preparation/ turnover of meeting space or work/ desk space
• Prepares and distributes communications, including emails, memos, and reports, to various internal and external stakeholders
• Handles documents, files, and records, ensuring proper filing systems
• Secures sensitive and confidential records
• Collects data, maintains database records, and assists with data analysis as needed
• Manages office supplies, track inventory, and coordinate purchasing to maintain adequate resources for office operations
• Assists with HR-related functions, including employee hiring, onboarding, and payroll processing, ensuring adherence to institutional policies
• Processes expense reports, recording and receipting payments, creating invoices, and monitoring budgets. Provides purchasing support and p-card processes
• Supports budget tracking, assisting with financial record-keeping and ensuring compliance with departmental budget guidelines
• Coordinates and assist with event planning and logistical support for meetings, conferences, and other departmental activities
• Assists in the preparation and organization of documents, presentations, and reports, ensuring they are accurate and timely
• Other duties as assigned

Knowledge, Skills, & Abilities

• Knowledge of administrative processes, including supply ordering, inventory tracking, and facilities management
• Knowledge of human resources practices, including onboarding, payroll processing, and employee records management
• Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders
• Skill in handling and processing invoices, purchase orders, and expense reports with attention to detail and accuracy
• Ability to communicate clearly and professionally with internal and external stakeholders, addressing inquiries and providing assistance
• Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy 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 - $24.29

Application Materials

• 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 [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.