Senior Staff Assistant

Senior Staff Assistant

9077BR

College of Engineering Technology

CET Dean's Office

Job Summary

This position provides administrative support to Dean’s Office leadership and leads event and college level program planning for the college.

Job Responsibilities

The College of Engineering Technology (CET), Dean’s Office is seeking a Senior Staff Assistant. This position reports directly to the Assistant Dean of Academic Operations and provides day-to-day administrative support to the Senior Associate Dean, Assistant Dean for Research Development, and the Assistant Dean of Students. As requested collaborate with and provide back-up to the dean’s Administrative Assistant to support the dean.
Additional responsibilities include: faculty/staff hiring process support, search committee and departmental support staff hiring process training and on-boarding guidance, the CET Exploration program support, student worker hiring and supervision; event management including logistics, collaboration and coordination of CET participation in events such as Imagine RIT, Brick City and CET events; and documentation and maintenance of college standard operating procedures. This position oversees the Dean’s office hospitality supply inventories, key assignments, coordinates equipment leases and maintenance (copier, fax, printers) and serves as primary facilities management liaison for dean’s office repairs and remodeling/cleaning services.
The successful candidate demonstrates initiative and leadership in facilitating communication with peers, coordinating tasks, coaching others in new skills, and facilitating a team-based environment by willingly providing backup for other support staff when needed for events, projects and activities.

Responsibilities:

• Provide administrative support to Dean’s Office leadership team. Responsibilities include calendar management, reception services, scheduling meetings, planning logistics, supply research/requisitions, and preparing meeting materials. As assigned by leadership, collaborate with the Dean’s Administrative Assistant to support the dean.
• Operate as a focal point for visitors to the CET Dean’s office including the professional and efficient management of guest and visitors, front desk telephone calls and messages, information and referrals emphasizing customer service and the presentation to guests of a professional office operation.
• Provide administrative support for CET faculty and staff searches. These responsibilities include: inputting job descriptions, finalizing postings, preparing requisitions, setup of the CET search workbook and training staff and committees in its use, facilitating online/print advertising, creating/tracking budgets, collaborating with the office of faculty recruitment, and guiding visiting candidate logistics. Prepare reporting and visa data. Arrange domestic and international travel and coordinate itineraries for candidates. Prepare and reconcile travel expenses and reimbursements. Work with travel agencies, airlines, hotels, and conference headquarters to complete travel arrangements and communication professionally with candidates on interview details.
• Manage office and hospitality supply inventories, and key assignments. Coordinate equipment leases and maintenance (copier, fax, printers). Serve as primary liaison to Facilities Management Services (FMS) for dean’s office repairs, remodeling/cleaning services and similar.
• Event coordination and management for events and programs. Collaborate with college leadership and CET academic departments in the coordination of special events such as the Signature Lunch, Study Skills Classes, Imagine RIT, Brick City, CET Hockey Night, and SSE Committee events. Provide event, project and other administrative support to college or department initiatives as assigned by CET Dean’s Office leadership such as CET Exploration Program.
• Organize and maintain college standard operating procedure documentation.
• Recruit/supervise student employees and coordinate their work assignments.
• Prepare and process requisitions, purchase orders, petty cash, cash advances, and invoice payment forms. Reconcile procurement card statements and expenditures. Complete procurement card documentation for processing.
• Other duties as assigned

Required Qualifications

Education/Experience:

• Associate’s degree or equivalent experience in administrative support
• 2 years progressive administrative support experience related to the responsibilities in the job description working in higher education or an equivalent professional office environment.
• Experience with hospitality and event planning is a plus.

• Strong analytical/quantitative/problem solving skills with high attention to detail and accuracy.
• Demonstrated experience working with data sets. Strong working knowledge of and experience in utilizing databases and spreadsheets. Strong computer skills and experienced intermediate level user of Microsoft Office products especially Word, Excel, PowerPoint.
• Ability to take initiative, plan, prioritize, and execute a variety of projects that must be completed simultaneously and on time and to work independently with minimal direction.
• Ability to interact with and train multiple constituencies, as well as develop and maintain effective working relationships with them.
• Must possess personal characteristics of flexibility, initiative, and cooperativeness.
• Demonstrated ability to maintain confidentiality of sensitive information.
• Excellent interpersonal skills enabling successful functioning in a team environment
• Experience complying with standardized financial documentation and reporting procedures
• Strong interpersonal, oral and written communication, and presentation skills

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

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

16

Hourly/Salary Maximum

25