Academic Admin/Program Support Coordinator III

Position Hightlights

The Senior Staff Assistant plays a key role in providing administrative and operational support across the division, with primary responsibility for supporting the Office of Pre-Health Professions and the Office of Veteran Student Success (OVSS).

Key responsibilities Include:

Project coordination, event planning, internal and external communications, human resources support, assessment activities, and maintaining departmental budget and accounting records. Duties may involve access to sensitive, confidential, and protected information and require a high degree of discretion and professionalism.

The Office of Pre-Health Professions provides personalized academic advising and support to help students become strong candidates for admission to medical schools and graduate programs in the healthcare professions. Pre-health pathways are available to students from any major at RIT.

The Office of Veteran Student Success (OVSS) serves as RIT's central resource for veteran and military-affiliated students by coordinating VA education benefit certification, facilitating access to military-related resources, and providing administrative support services.

The Senior Staff Assistant supports the day-to-day administrative operations of both offices through records management, scheduling, communications, and coordination of departmental processes. This position helps ensure the efficient, accurate, and timely completion of administrative workflows and projects.

The successful candidate will demonstrate a positive, service-oriented approach, strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting a diverse range of stakeholders across the division. Flexibility, professionalism, and commitment to excellent customer service are essential.

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
• 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

Work Location

Compensation

Application Materials

When you are ready to complete an application for this position please be prepared to submit the below requested information.  This will be required to ensure your application is processed in a timely manner.

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 [email protected]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.