Operations & Administrative Specialist (Campus Programs)

Dormont Manufacturing Co; United States; On-site; USD 1,135,383 - 1,617,061; Full time

Job summary

Rochester Institute of Technology is seeking a Senior Staff Assistant to provide high-level operational, administrative, budgetary, and customer service support to the Ultrasound Program and related departments. The role ensures smooth daily operations, supports faculty and students, and handles confidential records and documentation.

Responsibilities include coordinating calendars, greeting visitors, managing communications, handling invoices, and assisting with HR functions such as onboarding

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.

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; assists with or coordinates 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, tracks inventory, and coordinates 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 assists 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

HR processes

Payroll processing

Budget tracking

Event coordination

Data analysis

Education

Associate's degree

Job description

Rochester Institute of Technology is seeking a Senior Staff Assistant to provide high-level operational, administrative, budgetary, and customer service support to the Ultrasound Program and related departments. The role ensures smooth daily operations, supports faculty and students, and handles confidential records and documentation.

Responsibilities include coordinating calendars, greeting visitors, managing communications, handling invoices, and assisting with HR functions such as onboarding