Administrative/ Program Support Coordinator II, Diagnostic Medical Sonography CHST

Rochester Institute of Technology•Rochester, NY

29d•$18 - $24•Onsite

About The Position

The Administrative/ Program Support Coordinator provides high-level operational, administrative, budgetary, and customer service support to the Ultrasound (Diagnostic Medical Sonography) Program, the Department of Clinical Health Professions, and Behavioral Health programs. This role ensures the smooth daily operations of the Ultrasound Program in particular, and departmental academic programs more broadly. The Administrative/ Program Support Coordinator supports faculty and students, manages confidential records, coordinates clinical and internship documentation, and contributes to college-wide initiatives, events, and special projects.

Requirements

Knowledge of administrative processes, including supply ordering, inventory tracking, and facilities management
Knowledge of human resources practices, including onboarding, payroll processing, and employee records management
Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders
Skill in handling and processing invoices, purchase orders, and expense reports with attention to detail and accuracy
Ability to communicate clearly and professionally with internal and external stakeholders, addressing inquiries and providing assistance
Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy standards
Associate's degree in related field
3 years of relevant experience
Equivalent combination of experience and education may be considered

Nice To Haves

Thrive in a team setting, effectively prioritizing various tasks while showcasing communication, collaboration, and collegiality.
Efficiently manage multiple responsibilities while ensuring high-quality outcomes.
Exhibit strong organizational abilities and proficient time management skills.
Maintain positive and professional relationships with both faculty and students.

Responsibilities

Ensures the smooth operation of day-to-day office tasks by coordinating with other departments and assisting with various administrative functions as needed
Handles front desk activities by greeting visitors, answering phones, and providing customer support. Serves as the 1st point of contact for assigned area
Coordinates and manages calendars, scheduling appointments, interviews, travel, and events. Assisting with or coordinating the preparation/ turnover of meeting space or work/ desk space
Prepares and distributes communications, including emails, memos, and reports, to various internal and external stakeholders
Handles documents, files, and records, ensuring proper filing systems. Secures sensitive and confidential records. Collects data, maintains database records, and assists with data analysis as needed
Manages office supplies, track inventory, and coordinate purchasing to maintain adequate resources for office operations
Assists with HR-related functions, including employee hiring, onboarding, and payroll processing, ensuring adherence to institutional policies
Processes expense reports, recording and receipting payments, creating invoices, and monitoring budgets. Provides purchasing support and p-card processes. Supports budget tracking, assisting with financial record-keeping and ensuring compliance with departmental budget guidelines
Coordinates and assist with event planning and logistical support for meetings, conferences, and other departmental activities
Assists in the preparation and organization of documents, presentations, and reports, ensuring they are accurate and timely
Other duties as assigned