HEOP Programs & Operations Coordinator II

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

Job summary

Rochester Institute of Technology seeks an experienced administrative professional to provide essential support to the HEOP office, manage hire paperwork for student employees, reconcile timesheets, coordinate with Enrollment Management, and maintain HEOP reporting and rosters.

This hybrid role requires an Associate's degree and about 3 years of related experience, strong organizational skills, and the ability to handle confidential information while coordinating events, travel, budgets,

Qualifications

• 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.

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

Skills

Scheduling

Communication

Confidentiality

Data entry

Office administration

Education

Associate's degree in related field

Tools

Slate

Job description

Rochester Institute of Technology seeks an experienced administrative professional to provide essential support to the HEOP office, manage hire paperwork for student employees, reconcile timesheets, coordinate with Enrollment Management, and maintain HEOP reporting and rosters.

This hybrid role requires an Associate's degree and about 3 years of related experience, strong organizational skills, and the ability to handle confidential information while coordinating events, travel, budgets,