Job Information
Rochester Institute of Technology Senior Staff Assistant in Rochester, New York
9200BR
Position Title:
Senior Staff Assistant
Organization:
SCB Management
Job Responsibilities:
Serves as primary point of contact for departmental/discipline communication, including:
Creates and shares email, telephone, and instant messaging communication with stakeholders: students and prospective students’ families, faculty, staff, alumni, and Saunders College of Business leadership, in addition to several RIT offices.
Plans and schedules individual and group meetings, event and meeting space reservations, and catering and facility services requests. Makes reservations for classrooms, computer labs and equipment.
Maintains and reconciles department financial records including monthly budget reports, department purchasing card expenses, and tracking of faculty expenses allocated to travel, grants, and gifts accounts. Assists department chair in assessing budget status throughout the year. Confidentiality, accuracy and timeliness are imperative with this job function.
Works with faculty and Saunders Student Services to hire graduate student workers and research assistants. Assists students with timecard management, approves bi-weekly timecards, and oversees reporting.
Processes contracts and hiring paperwork for adjunct instructors.
Gathers supporting documentation from faculty to process travel expense reimbursements. Learns the appropriate account numbers and reimbursement policy.
Maintains open communication and information sharing with other departmental administrative staff. Proactive in learning new skills and looking to improve process efficiencies and project quality.
Assists in coordinating Service Center tasks involving multiple departments, and willingly covers for others and takes on new challenges/responsibilities as needed.
Supports the maintenance of faculty-related records and data, including course syllabi and faculty certifications. Maintains teaching and office hour schedules. Orders textbooks for full-time and adjunct faculty in the department.
Supports new faculty recruiting and hiring efforts--manages the search process documentation, updates application records (BrassRing/Konexa), prepares information for the search committee, schedules phone interviews, and campus visits, and processes travel reimbursements for candidates. Works closely with SCB Technical Services and Building Operations to complete onboarding, and assists with ordering supplies and moving reimbursements.
We are seeking an individual to live our values, embrace diverse perspectives, and nurture the RIT community to remain a great place to work for all; who has the ability and interest in leading and contributing to a community committed to student-centeredness; integrity and ethics; respect; innovation and flexibility; and teamwork and collaboration. Select to view links to RIT’s core values (http://www.rit.edu/academicaffairs/policiesmanual/p040) , honor code (http://www.rit.edu/academicaffairs/policiesmanual/p030) , and statement of diversity (http://www.rit.edu/academicaffairs/policiesmanual/p050) .
FLSA Category:
Non-exempt
Requisition Number:
9200BR
College/Division:
Saunders College of Business
Required Application Documents:
Cover Letter, Curriculum Vitae or Resume, List of References
Employment Category:
Fulltime
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 does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. 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 hr@rit.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
Required Minimum Education Level:
HS, GED
How To Apply:
In order to be considered for this position, you must apply for it at, http://careers.rit.edu/staff . Click the link to search openings and in the keyword search field, enter the title of the position or the BR number.
Wage Band (https://www.rit.edu/fa/humanresources/content/staff-wage-grade-bands) :
114H
Required Qualifications:
Education/Experience:
High School diploma or General Education Degree (GED)
3-5 years of experience working in an administrative setting
1-3 years of experience in a customer service-related field
1-3 year of experience working independently and as part of a team
Ability to contribute in meaningful ways to the college’s continuing commitment to cultural diversity, pluralism, and individual differences
Skills:
Strong attention to detail and organizational skills
Reliable and dependable in meeting deadlines and completing responsibilities
Effective written, verbal, and interpersonal communication skills
Team-oriented with the ability to collaborate with individuals from diverse backgrounds, as well as comfortable working independently with minimal supervision
Eager to learn and receptive to ongoing professional training and development
Comfortable working in a fast-paced environment while managing frequent interruptions and changing priorities
Ability to handle sensitive and confidential information with discretion
Focused on accuracy and precision in work
Proactive and creative problem-solver
Proficiency required in Microsoft Word and Excel
Preferred Qualifications:
Associate Degree preferred
Prior experience working in a higher education environment
Advanced Excel skills
Experience with employee time card management (Kronos); budget reconciliation, financial reporting, and travel/business expense reimbursements (Oracle)
Proficient in PowerPoint, Adobe Sign, and Zoom
Department/College Description:
The Department and Service Center:
The Management Department is home to three graduate and two undergraduate programs supported by almost 20 full time faculty members and visiting and adjunct faculty. It is responsible for five course catalog disciplines: Management (MGMT), Decision Sciences (DECS), Human Resources (HRDE), International Business (INTB), and Service Quality (SERQ), https://www.rit.edu/business/management-department.
Administrative support staff from neighboring departments collaborate to manage a shared email inbox, ensuring seamless office coverage during absences. Together, they operate as a Service Center, allowing faculty to contact a central inbox for prompt assistance from any available team member.
The College:
The Saunders College of Business is served by approximately 70 faculty and 40 staff members who value collegiality and teamwork. The college is accredited by AACSB International and offers a bachelor’s degree in business with nine different majors. Graduate programs include an MBA, executive MBA, and several Master of Science programs. The college welcomed its first Ph.D. class in the Fall of 2023. The Saunders College of Business is ranked among the top 100 business schools in the United States by U.S. News and World Report, https://www.rit.edu/business/ .
What do we believe at RIT?:
Rochester Institute of Technology is a diverse and collaborative community of engaged, socially conscious, and intellectually curious minds. Through creativity and innovation, and an intentional blending of technology, the arts and design, we provide exceptional individuals with a wide range of academic opportunities, including a leading research program and an internationally recognized education for deaf and hard-of-hearing students. We are dedicated to building a diverse community, one where employees feel a sense of belonging, and are valued for their contributions and the perspectives they bring.
As a member of the RIT community, you'll receive a comprehensive employee benefits package (https://www.rit.edu/humanresources/benefits) that offers multiple options and access to additional employment advantages. You can tailor your benefit elections to meet your needs (affordable medical/dental/vision benefits; paid vacation/sick time/retirement saving plan with exceptional employer match; and tuition assistance for you and your family, to name a few).
Work Location:
Hybrid — Remote/On-campus
Job Summary:
The Saunders College of Business at Rochester Institute of Technology is seeking applications for the position of Senior Staff Assistant to provide essential support to the Department Chair, faculty, and adjunct faculty in the Management Department. The ideal candidate is a dependable, energetic, personable, and resourceful individual who enjoys learning and helping others, isn’t afraid to ask questions, and thrives in a quickly-changing environment. The Senior Staff Assistant manages diverse tasks to ensure the department runs smoothly. As necessary, administrative support for faculty recruitment and new adjunct faculty and graduate student hires is required in addition to supporting the department’s daily operations.
This position provides an opportunity to develop the skills necessary to support the department's success. While the ideal candidate will take ownership of responsibilities with much autonomy, they will also join a collaborative administrative support team. We believe in fostering continuous improvement to help each other succeed, providing opportunities to learn and develop best practices, and contribute to a positive, supportive atmosphere.
As a key member of our Service Center team—working alongside a Senior Program Specialist and a fellow Senior Staff Assistant—the finalist will play a vital role in enhancing communication, streamlining processes, and ensuring a productive environment for Saunders’ four academic departments. This position reports to the Director of Administrative Operations and will work closely with the Chair of the Management Department. This is an on-campus position, Monday-Friday, from 8:00 AM – 4:30 PM. After three months and steady progress toward meeting expectations, this position is eligible for one day per week of remote work. There may be the occasional need to work an evening or weekend event.
Hourly/Salary Minimum:
16
Hourly/Salary Maximum:
25