Academic Admin/Program Support Coordinator III at Rochester Institute of Technology in Rochester, NY

Job description

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 a