Senior Staff Assistant

Senior Staff Assistant

9403BR

College of Health Sciences and Technology

CHST Diagnostic Medical Sonography

Job Summary

This position provides administrative and budget support for the faculty, staff, and students within CHST academic programs - in particular for the Diagnostic Medical Sonography program, and provides additional support as needed for college and University-level initiatives and events. This position will assist with student needs with inquiries, forms, and the processing of records and provide quality customer service to students, faculty, and other members of the RIT community.

Job Responsibilities

Administrative and Student Support Services:

• Provide administrative support to the faculty, staff and students in the Diagnostic Medical Sonography program including but not limited to, processing academic forms, scheduling appointments, typing, filing, scanning, binding, and serving as the main point of contact for the office phones, email, fax and other communication channels.
• Maintain supply inventory and expedite supply orders as needed.
• Assist in designing and developing electronic documents and forms.
• Take and record minutes of meetings.
• Contributes to team effort by accomplishing related results as needed.
• Compile, monitor and maintain student files, Diagnostic Medical Sonography program rosters and student folders, student rotation files containing confidential medical documents. Maintain accurate and confidential health records for students as required by program guidelines.
• Serve as the initial point of contact for the Diagnostic Medical Sonography program, organize, coordinate and develop recruitment materials; coordinate recruitment visits as well as visitor meetings and interviews.
• Assist with the editing, printing and distribution of Diagnostic Medical Sonography program student handbooks/manuals. Assist with mailings, assembly of student information packets, mass-mailings, and student letters.
• Assist in the (electronic) processing of clinical/internship paperwork. Compile and prepare for mailing, individual rotation packets for students, clinical preceptors and internship sites.
• Prepare and maintain new and current affiliation agreements and certificates of insurance for clinical affiliates and internship training sites.
• Assist in establishing and maintaining various programmatic databases and other records required for program accreditation. Establish and maintain accurate, current and individualized databases for affiliate sites, clinical preceptors, clinical/internship affiliates’ contracts, liability certificates, HIPPA training, student requirements, contact information and accreditation information. Perform other job-related duties as required.
• Assist in planning and implementation of special events, meetings, hospitality events organized by the Diagnostic Medical Sonography program, including but not limited to orientation, recruitment events, commencement, annual pinning ceremony and reception. Assist in the development and implementation of professional development and CME conferences.

• Serve as the central point of contact for fiscal transactions and budget reporting, including maintaining and reconciling monthly Oracle reports and procurement monthly statements and preparing year-end transactions to close out fiscal year reports.
• Coordinate and process financial transactions (procurement card purchases, Invoice Payment Forms, Requisitions etc.) for office/other program supplies etc. for faculty and staff.
• Manage faculty travel, reconcile and prepare travel expense reports for faculty.
• Provide back-up support for CHST as needed and in collaboration with and approval of the Diagnostic Medical Sonography program director.
• Process and track Human Resources paperwork related to guest lecturers and adjunct faculty members.
• Process weekly timecards in Kronos and/or Oracle as needed.

Required Qualifications

Education/Experience:

• 2-4 years related experience, preferably in an academic setting
• Associate's degree or equivalent experience

• Strong computer skills (Internet, Microsoft Office Suite, Outlook, Qualtrics, Google Workspace)
• Strong interpersonal skills and an ability to work effectively with others in a team environment;
• Verbal and written communication skills
• Customer focus
• Strong organizational skills, attention to detail, ability to prioritize and manage multiple tasks, and ability to complete projects under time constraints;
• Ability to handle highly confidential information in a professional manner

Required Minimum Education Level

Associates or Equivalent Experience

Work Location

Hybrid — Remote/On-campus

Wage Band

114H

FLSA Category

Non-exempt

Employment Category

Fulltime

Required Application Documents

Cover Letter, Curriculum Vitae or Resume, List of References

Department/College Description

The College of Health Sciences and Technology is the center for both clinically-related and biomedical research-based innovative, flexible programs to meet both present and future needs of the health care system. As a community of dedicated faculty and staff, it is committed to diversity and student centeredness with the intention to deliver high quality education consistent with the mission of RIT. Building on a foundation of liberal arts and basic sciences, students will gain advanced knowledge in theoretical science and practical applications in experiential learning environments. These experiences will prepare students to serve humanity as practitioners, scientists, and leaders through their contribution to, and the provision of, high quality patient care, healthcare service, and/or applied translational biomedical research. The college offers undergraduate degrees in Biomedical Sciences, Global Public Health, Diagnostic Medical Sonography, Exercise Science and Nutritional Sciences; a BS/MS degree in Physician Assistant; and graduate degrees in Dietetics and Nutrition, Health Systems Management and Medical Illustration.

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 for search openings and in the keyword search field, enter the title of the position or the BR number.

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.

Hourly/Salary Minimum

16

Hourly/Salary Maximum

25