Scheduler

Rochester Institute of Technology; United States; On-site; USD 25,000 - 39,000; Full time

Job summary

Rochester Institute of Technology seeks a Scheduling Specialist to support the Department of Access Services (DAS) by coordinating provider assignments and tracking over 11,000 hours of requests each semester. You will be the central contact for inquiries and manage the on-call coverage to ensure rapid response to changes.

The role operates on a 10-month schedule (August–May) on campus, with a pay range of $17.90–$28.60 per hour and requires an Associate's degree plus 3 years of experience.

Qualifications

• Knowledge of office management and scheduling procedures.
• Ability to interpret policies and provide guidance.
• Strong communication and customer service skills.

Responsibilities

• Coordinate provider assignments and manage day-of scheduling for 200+ providers.
• Maintain and update 11,000+ hours of requests per semester in the DAS staff portal.
• Respond to inquiries from students, faculty, and staff via multiple channels.

Job description

Position Highlights

Provides scheduling support through the Department of Access Services (DAS). Responsible for the daily coordination of provider assignments and maintaining and updating over 11,000 hours of requests per semester in the DAS staff portal system. The position oversees day‑of scheduling for approximately 200+ access service providers, ensuring real‑time coverage and rapid response to last‑minute changes, cancellation, and absences. This role serves as the central communication hub for DAS, fielding a high volume of inquiries and dispatches from students, faculty, parents, and staff via phone, email, text, and in‑person interactions. It is the main point of contact for departmental concerns, including problem reports and service escalations. The position also manages the DAS on‑call system, tracks uncovered assignments throughout the day, and facilitates timely coverage for both academic and non‑academic events. This position follows a 10‑month schedule, typically from August through May.

Essential Duties & Responsibilities

• Addresses both routine and complex, unanticipated issues and inquiries, ensuring timely resolution while maintaining compliance with department and university policies and procedures.
• Collaborates with internal and external stakeholders on confidential matters.
• Acts as a resource for interpreting practices, processes, and policies, providing clear guidance to others.
• Represents the department and program in communications with personnel at various levels, managing and safeguarding sensitive and critical information.
• Advises stakeholders on departmental policies and procedures.
• Assists in the preparation and dissemination of information regarding degree programs, course requirements, curriculum updates, and marketing collateral.
• Manages instructional support tasks such as coordinating course syllabi, administering course evaluations and exams, and responding to student inquiries.
• Provides student services support, including processing tuition waivers, course permits, graduation checks, and tracking student progress.
• Supports the scheduling of courses and assists with academic coordination, ensuring smooth course offerings and scheduling logistics.
• Contributes to student recruitment efforts and accreditation activities such as data analysis, teaching assistant coordination, exam management, and helps coordinate any associated outreach events.
• Assists faculty with grant proposal preparation, tracks grant budgets, and provides guidance on financial processes while responding to inquiries and ensuring policy compliance.
• Other duties as assigned.

Knowledge, Skills, & Abilities

• Knowledge of office management, administrative procedures, and university operations to ensure effective workflow and coordination.
• Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records.
• Knowledge of academic program structures, degree requirements, and course curricula to provide accurate information and support to students and faculty.
• Skill in managing and coordinating course schedules, ensuring smooth logistics and alignment with academic calendars.
• Skill in communication and customer service, providing clear and responsive support to students, faculty, and external partners.
• Skill in problem‑solving, addressing inquiries, and resolving issues efficiently while maintaining a high level of customer service.
• Ability to coordinate multiple tasks and responsibilities simultaneously, ensuring deadlines are met and operations run smoothly.
• Ability to build positive working relationships with students, faculty, staff, and external partners, enhancing communication and collaboration.
• Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up‑to‑date and compliant with university 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.

FLSA Category

Non-Exempt

Work Location

On Campus

Compensation

$17.90 - $28.60 Hourly

Eligibility & Other Requirements

• Candidates must be eligible to work in the United States.
• 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.

Equal Opportunity & Diversity

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 or 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.

About Rochester Institute of Technology

Founded in 1829, Rochester Institute of Technology has a long‑standing history of innovation that blends the arts, technology, and experiential learning. In addition to its main campus in Rochester, New York, RIT maintains a strong international presence with over 100 active global partnerships and international campuses in Croatia, Dubai, and Kosovo. As of Fall 2024, total student enrollment across all campuses exceeded 21,000. Nationally recognized for its co‑op and internship programs, RIT is supported by more than 4,000 dedicated faculty and staff members committed to student success. Its 1,300-acre suburban campus features cutting‑edge facilities that reflect RIT’s strengths in applied research, design, and workforce development.