Senior Staff Assistant

FOUNDED IN 1829, Rochester Institute of Technology is a privately endowed, coeducational university with nine colleges emphasizing career education and experiential learning. THE CAMPUS occupies 1,300 acres in suburban Rochester, the third-largest city in New York state. RIT also has international locations in Eastern Europe, Dubai, and China.

The successful candidate will provide administrative and clerical support and coordinate all incoming activity related to students, vendors, faculty, staff and parents. The successful candidate will also provide secretarial support for 13 faculty/staff and manage all documentation, filing, and budget coordination for the Department.

* Manage, reconcile and report on department budget, including Oracle management, monthly reconciliation. * Maintain procurement card accounts, travel expense reports. * Provide administrative and clerical support to department chair including telephone support, general word processing, photocopying/scanning emails, filing, scheduling meetings, distributing mail, maintaining department files, and project-related support. * Provide support for budget reconciliation for internal and external grants. * Work with faculty, the Registrar, Dean’s office, Human Resources, Accounting/Payroll, shipping/receiving, Facilities Services (keys, office moves, etc.). * Kronos time card management. * Respond to student, parent and community inquiries and requests. * Assist students and faculty with first-line questions and information requests concerning department activities. * Extensive student interaction with multiple communication styles, including ASL. * Order equipment, instructional materials and office supplies. * Maintain chairperson’s schedule and assist with organizing and supporting department events. * Process personnel paperwork including CareerZone/Kenexa and related paperwork. * Perform all requirements associated with hiring new faculty, adjuncts and student employees. * Process degree audits and certifications every semester. * Process academic letters (i.e., probation, suspension, Dean’s List) every semester. * As receptionist, greet/assist students, faculty, staff and visitors. * Accept deliveries of packages and supplies. * Maintain student files and mail-folders. * Process student forms including change of program, application for graduation, drop/add, etc. * Assist with registration during SVP and throughout academic year. * Register students for restricted sections (PeopleSoft/SIS). * Maintain copier which includes: updating users account, meter reading, ordering supplies, and assisting with problems. * Record and revise minutes of meetings for Department meetings, DES Curriculum Committee (DCC), and program meetings, and maintain the electronic archive site for DES use, disseminating agenda, minutes, and documents for committee or department review. * Maintain curriculum archive file room and chronology files; Support and document update of college undergraduate and graduate program and course catalog information annually; Support student outcomes assessment processes; Update DES web pages listing program updates and details, marketing, job outlook, department policies and guidelines. * Design and prepare presentation materials for department leadership. * Provide assistance to part-time staff assistant at COE/CAST support service unit. * Supervise student assistants.

* Minimum of 3-5 years of advanced administrative support experience preferred. * Associates or Equivalent Experience * Associate degree or equivalent experience in Administrative Support Technical, Secretarial Science is preferred, not required.