HEOP Administrative/Program Support Coordinator II

Rochester Institute of Technology • Rochester, NY

8d • $18 - $24 • Hybrid

About The Position

This position offers significant administrative support to the HEOP office and professional staff. Duties include, but are not limited to: completing hire paperwork for all student employees (tutors, mentors, etc.) and reconciling timesheets; liaise with Enrollment Management during admissions cycle to request documentation from EM, interested HEOP students, interface with Slate (EM system), and schedule prospective student interviews; schedule student appointments for all professional staff, send appointment reminder emails; send other communication to students as requested by professional staff; coordinate HEOP events during the academic year; partner with HEOP professional staff and CES office on coordination of summer program; manage HEOP department email account; maintain HEOP reporting and rosters.

Ensures the smooth operation of day-to-day office tasks by coordinating with other departments and assisting with various administrative functions as needed.
Hanldes 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.

Requirements

• Associate's degree in related field
• 3 years of relevant experience
• Equivalent combination of experience and education may be considered
• 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
• Eligible to work in the United States

Responsibilities

• Completing hire paperwork for all student employees (tutors, mentors, etc.) and reconciling timesheets
• Liaising with Enrollment Management during admissions cycle to request documentation from EM, interested HEOP students, interface with Slate (EM system), and schedule prospective student interviews
• Scheduling student appointments for all professional staff, sending appointment reminder emails
• Sending other communication to students as requested by professional staff
• Coordinating HEOP events during the academic year
• Partnering with HEOP professional staff and CES office on coordination of summer program
• Managing HEOP department email account
• Maintaining HEOP reporting and rosters
• Ensuring the smooth operation of day-to-day office tasks by coordinating with other departments and assisting with various administrative functions as needed
• Handling front desk activities by greeting visitors, answering phones, and providing customer support
• Coordinating and managing calendars, scheduling appointments, interviews, travel, and events
• Assisting with or coordinating the preparation/ turnover of meeting space or work/ desk space
• Preparing and distributing communications, including emails, memos, and reports, to various internal and external stakeholders
• Handling documents, files, and records, ensuring proper filing systems
• Securing sensitive and confidential records
• Collecting data, maintaining database records, and assisting with data analysis as needed
• Managing office supplies, tracking inventory, and coordinating purchasing to maintain adequate resources for office operations
• Assisting with HR-related functions, including employee hiring, onboarding, and payroll processing, ensuring adherence to institutional policies
• Processing expense reports, recording and receipting payments, creating invoices, and monitoring budgets
• Providing purchasing support and p-card processes
• Supporting budget tracking, assisting with financial record-keeping and ensuring compliance with departmental budget guidelines
• Coordinating and assisting with event planning and logistical support for meetings, conferences, and other departmental activities
• Assisting in the preparation and organization of documents, presentations, and reports, ensuring they are accurate and timely

Benefits

• NYS's Pay Transparency Act compliance regarding salary range
• Consideration of 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
• Potential for criminal background check and/or motor vehicle records check
• Equal opportunity employer
• Non-discrimination based on race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability
• Reasonable accommodations for applicants with disabilities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree