Administrative Specialist

Details • Troy, NY

1d • $19 - $22 • Onsite

About The Position

The Administrative Specialist serves as the initial point of contact for internal and external constituents in the Lally School of Management. The administrative specialist provides administrative and operational support to the Associate Dean(s) and Student Services including supporting events and serving as the liaison to student workers. Who we are: Founded in 1824, Rensselaer Polytechnic Institute (RPI) is the first technological research university in the United States. We bring creativity, science, and technology together to address society's greatest challenges. We cultivate exceptional problem-solvers by immersing them in a culture of rigorous inquiry, disciplined practice, and hands-on application. Our strategic plan, RPI Forward, charts a pioneering course for the next era of RPI. Explore the RPI Forward plan. ↗︎ Nestled on a beautiful 275-acre campus in upstate NY, RPI is home to five schools, 32 research centers, three makerspaces, an observatory, one of the world’s fastest supercomputers, and the IBM Quantum System One - the first university-based quantum computer in the world. With top notch employee health and retirement benefits, Rensselaer offers its full-time employees a generous paid time off program, tuition remission, and opportunities for career growth.

Requirements

• High School Diploma or GED required with 3+ years of applicable experience. A relevant combination of education, job-related training, and/or experience may be considered in place of the stated requirements.
• Demonstrated proficiency in MS Office Suite software applications
• Demonstrated oral and written communication skills
• Planning, organizing and effective time management skills
• Excellent interpersonal and communication skills
• Ability to work effectively under pressure and meet established goals and objectives
• Ability to anticipate and solve problems
• Ability to handle multiple priorities and deadlines
• Ability to work as individually or as part of a team
• Strong attention to detail

Responsibilities

• Welcome on-site visitors to the Dean’s Suite, announcing and directing them to the appropriate personnel.
• Answer and route phone inquiries to appropriate personnel.
• Answer and route Student Services phone inquiries to appropriate personnel.
• Provide administrative support for the Associate Dean(s) and Student Services.
• Manage travel arrangements and reimbursements.
• Coordinate OSCAR purchase requests and invoice processing.
• With direction from the Associate Dean of Academic Affairs, update all changes in the college catalog.
• Organize, manage, and implement logistics for Lally school events and programs by arranging for facilities and catering, creating and issuing information and/or invitations and/or flyers and coordinating speakers/guests, etc.
• Manage the Lally school events calendar.
• Work with the Executive Assistant to routinely update Lally office policies and procedures to ensure efficient and effective office operations.
• Provide backup to the Executive Assistant and other administrative specialist(s) in their absence. This includes but is not limited to scheduling meetings and the logistics such as location, catering, etc., communicating with faculty and general clerical support.
• Serve as the Lally School building services coordinator, responding to problems and inquiries inside the Pittsburgh building.
• Serve as the liaison to other Rensselaer departments as needed for coordinating building requests and issues (such as room reservations in the Pittsburgh Building and beyond).
• Ensure conference rooms and public areas are organized and well presented.
• Maintain supplies and coordinate service for all Pittsburgh building printers, copiers, etc.
• Serve as a student liaison for student payroll for the Lally School. Ensure student workers have completed necessary items for employment.
• Schedule student workers for the Lally School to ensure coverage in all areas. This includes verifying and approving timesheets. In addition, trains and assigns tasks to the Dean’s Office student workers.
• Maintain inventory for Dean’s Suite and Student Services Suite (including but not limited to kitchen supplies, maintain inventory of forms, information packets, and other printed materials). Place orders in a timely manner to assure adequate supply at all times, copy, collate, stock and distribute information as required.
• Responsible for daily mail distribution.
• Reconciles shipping charges weekly (currently FedEx and UPS) and use the Institute procurement system to process payment requests for these shippers by the invoice due date.
• Maintain inventory for mailroom supplies.
• Update and maintain all Lally faculty/staff/student email distribution lists in SYMPA.
• Coordinate the Latest At Lally monthly newsletter.
• Other duties as assigned

Benefits

• top notch employee health and retirement benefits
• generous paid time off program
• tuition remission
• opportunities for career growth
• Total Compensation Program is designed to provide stable pay growth, a comprehensive and affordable benefits package, and a comprehensive and affordable retiree medical and prescription plan.
• a comprehensive health and welfare program as an umbrella of financial security and protection during your employment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees