Academic Admin/Program Support Coordinator III

Rochester Institute of Technology•Rochester, NY

2d•Onsite

About The Position

The Academic Admin/Program Support Coordinator III provides administrative and operational support across the division, primarily for the Office of Pre-Health Professions and the Office of Veteran Student Success (OVSS). The role supports day-to-day operations through records management, scheduling, communications, and coordination of departmental processes, helping ensure administrative workflows and projects are completed efficiently, accurately, and on time. Duties include project coordination, event planning, internal and external communications, human resources support, assessment activities, and maintaining departmental budget and accounting records. The position may involve access to sensitive, confidential, and protected information and requires discretion and professionalism. The Office of Pre-Health Professions provides personalized academic advising and support to help students prepare for admission to medical schools and graduate programs in healthcare professions. The OVSS serves as RIT’s central resource for veteran and military-affiliated students, coordinating VA education benefit certification, facilitating access to military-related resources, and providing administrative support services. The successful candidate will bring a positive, service-oriented approach, strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting diverse stakeholders across the division. Flexibility, professionalism, and a commitment to excellent customer service are essential. This is a senior-level support role involving complex, nonroutine tasks and project work, troubleshooting, and analysis, and may include mentoring or guiding less experienced staff.

Requirements

Associate's degree in a related field, or an equivalent combination of education and experience.
Five years of related experience, or an equivalent combination of experience and education.
Knowledge of office management, administrative procedures, and university operations.
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.
Skill in managing and coordinating course schedules and aligning logistics with academic calendars.
Strong communication and customer service skills.
Problem-solving skills and the ability to resolve issues efficiently while providing a high level of customer service.
Ability to coordinate multiple tasks and responsibilities and meet deadlines.
Ability to build positive working relationships with students, faculty, staff, and external partners.
Ability to maintain accurate, organized, and compliant academic and financial records.
Candidates must be eligible to work in the United States.

Responsibilities

Address routine and complex, unanticipated issues and inquiries, resolving them promptly while complying with department and university policies and procedures.
Collaborate with internal and external stakeholders on confidential matters.
Interpret practices, processes, and policies and provide clear guidance to others.
Represent the department and program in communications with personnel at various levels, managing and safeguarding sensitive information.
Advise stakeholders on departmental policies and procedures.
Assist with preparing and disseminating information about degree programs, course requirements, curriculum updates, and marketing materials.
Coordinate instructional support, including course syllabi, course evaluations, exams, and responses to student inquiries.
Provide student services support, including processing tuition waivers and course permits, conducting graduation checks, and tracking student progress.
Support course scheduling and academic coordination to ensure smooth course offerings and scheduling logistics.
Contribute to student recruitment and accreditation activities, including data analysis, teaching assistant coordination, exam management, and related outreach events.
Assist faculty with grant proposal preparation, track grant budgets, provide guidance on financial processes, respond to inquiries, and ensure policy compliance.
Coordinate projects and events, support internal and external communications and human resources activities, conduct assessment activities, and maintain departmental budget and accounting records.
Manage records, scheduling, communications, and departmental processes for the Office of Pre-Health Professions and the Office of Veteran Student Success.
Perform other duties as assigned.