Administrative Assistant II

Administrative Assistant II

9083BR

College of Liberal Arts

CLA-Dean's Office

Job Summary

This position reports directly to the Dean of the College of Liberal Arts and is part of the leadership team in the college. The position is the Dean’s closest support staff and functions as an executive assistant, which includes the Dean delegating activities to them. Assists with strategy and prioritizing the Dean’s time as it relates to meetings, travel, and other activities. The person in this position works closely with Associate Deans, the Assistant Dean of Student Services, the Director of Financial Planning and College Operations, the Senior Staff Specialist, and the Front Office Coordinator. The person is expected to provide leadership, coordination, and administration of a number of college-wide activities and initiatives. As such, the person must work well with other leaders in the college (e.g., department chairs and program directors); know institute and college level policies, procedures, practice, and protocols; and have time management and administrative skills to coordinate college activities. Requires handling sensitive or protected information/materials.

Job Responsibilities

Coordination of the Dean’s Calendar.

• Work with other staff in the Dean’s Office to prioritize and schedule appointments for the Dean. This includes managing the Dean’s calendar.
• Prepare or ensure preparation by others of briefing material for the Dean prior to meetings.

• Review, manage, and develop communications for the Dean.
• Manage inquiries, complaints, and concerns from callers and visitors on behalf of the Dean, which may include accurately identifying and forwarding issues to appropriate administrative heads.
• Draft or review drafts of correspondence for the Dean, including letters, memos, reports, and speeches.

• Supports the Dean and the College Development Officer to ensure successful correspondence, interactions, and meetings with prospects including appropriate pre-meeting preparation and post-meeting follow-up.

• Act as point person for all staff who support the Dean.
• Coordinate workflow, communications, processes, and procedures for all work done in direct support for the Dean (e.g., including clear understanding of the College’s Timeline of Activities for College business and Institute business).
• Keep up to date with the Office of Academic Affairs on due dates and expectations for institute-wide activities, and inform the Dean and the Dean’s leadership team of their roles and responsibilities.
• Track assignments made to others for actions to be taken on the Dean’s behalf and ensure that deadlines are met.
• Participate in Chairs’ Council meetings and assist the Dean with minutes, action item follow up, and distribution of minutes to chairs and the faculty/staff – discussion regarding this distribution.
• Supports the College’s strategic planning process.
• Communicate regularly with staff assistants of the College to coordinate assigned action items, workflow, etc.

• Perform special assignments as requested by the Dean.
• Coordinate Dean’s role in annual convocation and commencement ceremonies.
• Ensure travel arrangements for the Dean are properly made and expense reports complete; this work may be conducted directly by this position or through other office support (e.g., staff assistant).
• Work with the Dean on the Dean’s funded projects and activities, as requested and appropriate.
• Coordinate activities with the college’s extended leadership team (e.g., Development Officer, Alumni Relations Officer, Marketing and Branding Officer, Human Resources Manager, etc.) to ensure appropriate information flow occurs.

Required Qualifications

A minimum of five to 8 years’ experience in administrative assistant work is required.

• Ability to maintain confidentiality
• Ability to exercise a high level of independent judgment
• Ability to manage multiple projects/tasks simultaneously
• Attentive to details
• Excellent oral, written communication, and presentation skills
• Excellent interpersonal skills necessary for working effectively with a wide variety of faculty, staff, students and external audiences.
• Proven ability to work under pressure on a variety of tasks with short and overlapping timelines.

Preferred Qualifications

• At least five years in a higher education setting.
• At least five years supporting leadership consistent with duties.
• Skills in various software packages, especially MS Office suite.
• Additional computer based skills, including document management using cloud storage.

Required Minimum Education Level

Associates or Equivalent Experience

Work Location

Hybrid — Remote/On-campus

Wage Band

116H

FLSA Category

Non-exempt

Employment Category

Fulltime

Required Application Documents

Cover Letter, Curriculum Vitae or Resume, List of References

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 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).

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

18

Hourly/Salary Maximum

30