NTID Academic Administrative Support Coordinator

Position Highlights

This position provides comprehensive administrative and operational support to both the NTID Business Studies and NTID Engineering Studies departments, including event coordination, budget and purchasing processes, student employee supervision, faculty and department chair support, technology and lab oversight, hiring and onboarding coordination, and student success initiatives. The role contributes to the effective daily operation of the department while supporting faculty, students, and institutional priorities. Sign language proficiency is highly preferred.

Business Studies – Additional Responsibilities

Ability to handle logistics for departmental events,

o Hire, train and supervise student workers with assigned tasks for office and computer labs.

o Handle the employment process for student workers with Student Employment Office (SEO).

o Manage and support department chairs’ schedules and tasks

o Oversee the department’s labs and office computers, monitors, printers and servers. Maintain and track inventory and equipment.

o Participate in committees that are aligned to departmental and institutional needs.

Engineering Studies – Additional Responsibilities

o Ability to handle department budget using platforms utilized by the university.

o Ability to handle logistics for departmental events

o Hire, train and supervise student workers with assigned tasks for machine shop and computer labs.

o Handle the employment process for student workers with Student Employment Office (SEO).

o Manage and support department chairs’ schedules and tasks

o Oversee the department’s labs and office computers, monitors, printers and servers. Maintain and track inventory and equipment.

o Participate in committees that are aligned to departmental and institutional needs.

o Coordinate all instructional material/supply purchases with Lab Technician for approval from department chair.

o Maintain a Starfish Alert spreadsheet and advise the department chair if a team meeting is needed.

o Update and maintain office area appearance/aesthetics for office morale and public information

o Manage academic forms for registrar’s office

o Prepare any summer or overload contracts for faculty as needed

o Prepare and track all requisitions when new postings are to be posted, assist in setting up interviews, travel arrangements, etc.

o Other duties as assigned.

Minimum Education & Experience

o Minimum sign language proficiency is highly preferred

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

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.