Policy, University Council, and Faculty Senate Coordinator

Rochester Institute of Technology; City of Rochester (NY); On-site; USD 27,000 - 43,000; Full time

Job summary

Rochester Institute of Technology is seeking an experienced Administrative Support professional to assist University Council (UC) and Faculty Senate (FS). You will help with meetings, agendas, minutes, and governance documentation, and manage related websites.

The role requires strong organizational and confidential handling of information, attendance at all UC/FS meetings, and collaboration with senior administrators and faculty.

Qualifications

• Associate's degree or higher in a related field; related experience may be considered.
• 5 years of related experience preferred.
• Proficiency in coordinating meetings, agendas, and records.

Responsibilities

• Ensure smooth day-to-day office operations and coordinate with other departments.
• Greet visitors, answer phones, provide customer support, and be the first point of contact.
• Manage calendars, travel, events, and meeting space turnover.
• Prepare and distribute communications and reports to stakeholders.
• Handle documents, records, and confidential information with discretion.
• Manage office supplies and budget tracking; assist with payroll and HR tasks.

Skills

Administrative processes

HR practices

Meeting coordination

Communication

Discretion and confidentiality

Education

Associate's degree

Job description

Position Highlights

Provide high level administrative support for University Council (UC) and Faculty Senate (FS). Such support includes, but is not limited to, facilitating the work and the meetings of the executive committees, all meeting logistics for both UC and FS executive and full council meetings, including creating agendas and confirming presenters, taking minutes, and managing related documentation and websites.

Position Highlights

Provide high level administrative support for University Council (UC) and Faculty Senate (FS). Such support includes, but is not limited to, facilitating the work and the meetings of the executive committees, all meeting logistics for both UC and FS executive and full council meetings, including creating agendas and confirming presenters, taking minutes, and managing related documentation and websites. The incumbent will also manage university policies. Responsibilities include, but are not limited to, maintaining a log of university policies which tracks updates and review dates, informing the governance groups and policy owners of policies that need to be reviewed, updating the university policies website content, and managing a policy archive, all per policy B05.0. The incumbent will regularly work with high level administrators and faculty and will serve as the point of contact for UC, FS, and university policies. The incumbent will work with confidential information, interpret policy, and serve as a resource to the RIT community for questions relating to UC, FS and university policy. The incumbent must be able to work independently, set priorities, and exercise good judgement and discretion. The incumbent must attend all UC and FS full council and executive committee meetings. The position reports to the Associate Provost for Faculty Affairs.

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 - $31.45 Hourly

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.