KGCOE Academic Admin Support Coordinator

Rochester Institute of Technology

7d • Onsite

About The Position

The Senior Staff Specialist - Office Coordinator provides primary administrative and financial accounting support to an academic department or program under the supervision of a department head or program director. The position will initially support the Electrical and Microelectronic Engineering department and may be assigned to other academic departments in the College of Engineering as needed.

The coordinator manages day-to-day department office operations, monitors and analyzes budgets and financial accounts, facilitates recruiting, hiring, and other human resource processes, and supports academic programs through course scheduling, department-material updates, assessment-data collection and analysis, and accreditation-report preparation. The role also organizes department events and hires and supervises student workers, along with other related special projects.

The coordinator helps foster a welcoming environment and works both independently and collaboratively. The role involves professional interactions with people inside and outside the university, discretion in handling sensitive or protected information, and service as a primary liaison to the dean’s office administrative and financial support staff and the college scheduling officer. The position addresses routine and complex issues, advises stakeholders on department policies and procedures, and supports students, faculty, staff, and external partners. This is a senior-level support role involving complex, often non-routine work, troubleshooting, and analysis; it 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; the posting also states a minimum of five years of experience.
• Exceptional written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, and PowerPoint.
• Computer file organization skills.
• Knowledge of office management, administrative procedures, and university operations.
• Knowledge of office software and databases, including tools for scheduling, data analysis, and academic-record management.
• Knowledge of academic program structures, degree requirements, and course curricula.
• Ability to manage and coordinate course schedules and academic-calendar logistics.
• Communication and customer-service skills when supporting students, faculty, and external partners.
• Problem-solving skills and ability to resolve issues 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, and compliant academic and financial records.
• Candidates must be eligible to work in the United States.

Nice To Haves

• Previous grant accounting experience.
• Workday experience.

Responsibilities

• Manage day-to-day operations of the department office.
• Monitor and analyze the department’s budget and financial accounts.
• Facilitate recruiting, hiring, and other human resource processes.
• Provide academic program support, including course scheduling, updating department materials, collecting and analyzing assessment data, and helping prepare accreditation reports.
• Organize and coordinate department events.
• Hire and supervise student workers and undertake related special projects.
• Resolve routine and complex inquiries and issues in a timely manner while complying with department and university policies and procedures.
• Collaborate with internal and external stakeholders on confidential matters and safeguard sensitive information.
• Interpret and explain practices, processes, and policies; advise stakeholders on departmental policies and procedures.
• Assist in 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.
• Support student services, including tuition waivers, course permits, graduation checks, and student-progress tracking.
• 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 outreach-event coordination.
• Assist faculty with grant proposal preparation, track grant budgets, explain financial processes, respond to inquiries, and ensure policy compliance.
• Maintain accurate and organized academic and financial records in compliance with university standards.
• Guide or mentor less experienced staff as appropriate.
• Perform other duties as assigned.

What This Job Offers

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