Academic Admin/Program Support Coordinator III

Rochester Institute of Technology•Rochester, NY

3d•$20 - $31•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 the day-to-day operations of both offices through records management, scheduling, communications, project coordination, and coordination of departmental processes. It helps ensure administrative workflows and projects are completed efficiently, accurately, and on time. Responsibilities 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 successful candidate brings a positive, service-oriented approach, strong organizational skills, attention to detail, flexibility, and the ability to manage multiple priorities while serving stakeholders across the division. The position also provides academic and student support, including assistance with program information, instructional logistics, student services, course scheduling, recruitment and accreditation activities, and faculty grant processes. It is a senior-level operations, administrative, service, or technical support role involving complex tasks and project work, troubleshooting and analysis, and 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 education and experience.
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 related logistics.
Strong communication and customer service skills when supporting students, faculty, and external partners.
Problem-solving skills and ability to resolve inquiries efficiently while maintaining 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 academic and financial records in compliance with university standards.
Discretion and professionalism in handling sensitive, confidential, and protected information.
Candidates must be eligible to work in the United States.

Responsibilities

Address routine and complex, unanticipated issues and inquiries, resolving them promptly and in compliance with department and university policies and procedures.
Collaborate with internal and external stakeholders on confidential matters.
Interpret practices, processes, and policies; provide guidance to others and advise stakeholders on departmental policies and procedures.
Represent the department and program in communications with personnel at various levels, managing and safeguarding sensitive information.
Assist in preparing and disseminating information about degree programs, course requirements, curriculum updates, and marketing collateral.
Coordinate instructional support tasks, 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 associated outreach events.
Assist faculty with grant proposal preparation, track grant budgets, provide guidance on financial processes, respond to inquiries, and ensure policy compliance.
Support project coordination, event planning, internal and external communications, human resources support, assessment activities, and departmental budget and accounting records.
Perform other duties as assigned.