Administrative/ Program Support Coordinator II, Diagnostic Medical Sonography CHST

Rochester Institute of Technology; 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

The Senior Staff Assistant 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 Senior Staff Assistant supports faculty and students, manages confidential records, coordinates clinical and internship documentation, and contributes to college-wide initiatives, events, and special projects.

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

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
• 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.

Ideal Candidate

• Works well in a team environment, maintaining the ability to prioritize multiple tasks while communicating, collaborating, and demonstrating collegiality
• Able to manage multiple tasks efficiently while maintaining high‑quality work
• Displays good organizational skills with effective time management
• Maintains appropriate relationships with faculty and students

Other Information

• FLSA Category: Non‑Exempt
• Work Location: On Campus
• Compensation: $0.00 – $999.00 Hourly

Candidate must be eligible to work in the United States. 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.