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's Ultrasound and Diagnostic Medical Sonography program seeks an Administrative/Program Support Coordinator II to ensure smooth daily operations on campus in Rochester, NY. You will coordinate calendars, greet visitors, manage records, assist with HR tasks, and support budgeting and purchasing.

This role emphasizes teamwork, accuracy, and discretion, handling confidential information and coordinating meetings, events, and documentation for faculty and students.

Qualifications

• Knowledge of administrative processes including supply ordering and inventory tracking.
• Knowledge of human resources practices including onboarding and payroll processing.
• Strong scheduling, organization, and multitasking abilities.
• Ability to handle confidential information with discretion.

Responsibilities

• Coordinate calendars, scheduling interviews, travel, and events.
• Greet visitors, answer phones, and provide customer support; serve as first point of contact.
• Prepare and distribute communications, emails, memos, and reports to stakeholders.
• Maintain documents, records, and filing systems; secure confidential records.
• Assist with HR tasks including onboarding and payroll processing; ensure policy adherence.
• Process expense reports, invoices, and monitor budgets; provide purchasing support.

Skills

Scheduling

Communication

Customer service

Confidential records handling

Budget tracking

HR processes

Education

Associate degree

Tools

MS Office

Payroll systems

Job description

## Administrative/ Program Support Coordinator II, Diagnostic Medical Sonography CHSTApply: On Campus: Rochester, NY: Full time: Posted 30+ Days Ago: JR102381**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. The ideal candidate should:* 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**Application Materials**When 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 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.