Administrative/ Program Support Coordinator II, Diagnostic Medical Sonography CHST

Rochester Institute of Technology; City of Rochester (NY); On-site; USD 25,000 - 33,000; Full time

Job summary

Rochester Institute of Technology is seeking an Administrative/Program Support Coordinator to ensure smooth daily operations for the Ultrasound (Diagnostic Medical Sonography) Program and related departments on campus.

The role provides high-level administrative, budgetary, and customer service support to faculty and students, manages confidential records, coordinates documentation, and contributes to college-wide initiatives and events.

Qualifications

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

Responsibilities

• Coordinate with departments to ensure smooth day-to-day office operations.
• Greet visitors, answer phones, and provide front desk support.
• Manage calendars, arrange appointments, interviews, travel, and events.
• Prepare and distribute emails, memos, and reports to internal and external stakeholders.
• Handle documents and records, maintain filing systems, and protect confidential data.
• Track office supplies and coordinate purchasing to maintain adequate resources.
• Assist with HR tasks including onboarding and payroll processing.
• Process expense reports and support budgeting and purchasing.
• Coordinate event planning and logistical support for meetings and departmental activities.
• Assist in preparing documents, presentations, and reports.
• Other duties as assigned.

Skills

Scheduling

Calendar management

Communication

Data entry

Budget tracking

HR support

Education

Associate's degree in related field

Job description

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
• 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.

Additional Details

The Administrative/ Program Support Coordinator provides high-level operational, administrative, budgetary, and customer service support to the Ultrasound (Diagnostic Medical Sonography) Program, the Department of Clinical Health Professions, and Behavioral Health programs. This role ensures the smooth daily operations of the Ultrasound Program in particular, and departmental academic programs more broadly. The Administrative/ Program Support Coordinator supports faculty and students, manages confidential records, coordinates clinical and internship documentation, and contributes to college-wide initiatives, events, and special projects.

• Thrive in a team setting, effectively prioritizing various tasks while showcasing communication, collaboration, and collegiality.
• Efficiently manage multiple responsibilities while ensuring high-quality outcomes.
• Exhibit strong organizational abilities and proficient time management skills.
• Maintain positive and professional relationships with both faculty and students.

FLSA Category

Non-Exempt

Work Location

On Campus

Compensation

$18-$24 per hour

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, a