Office Manager, RIT Office of the Provost & Sr VP Academic Affairs

Rochester Institute of Technology • Rochester, NY

3d • Onsite

About The Position

With a high degree of autonomy, the Office Manager provides essential administrative, operational, and customer service support to the Office of the Provost and Academic Affairs. The Office Manager is responsible for developing effective systems and processes for managing and organizing the day-to-day administrative and operational functions of the office. Additional key responsibilities include managing the student staff team, database management, providing administrative support to the Dean of Undergraduate Studies and Associate Provost for Student Success, and the Vice Provost, and serving as a collaborative partner for the Executive Assistant to the Provost. The Office Manager should possess, or be willing to develop, a thorough understanding of the University’s policies and procedures as well as the office's administrative functions in order to ensure continuity during staff absences and assist with on-boarding new employees when needed. The Office Manager must be able to work independently under minimal guidance, set priorities, independently propose solutions to problems requiring innovation and creativity, and exercise good judgment and discretion.

Requirements

• Associate's degree in related field
• 5 years of related 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
• Candidates must be eligible to work in the United States.

Nice To Haves

• Develop effective systems and processes for managing and organizing the day-to-day administrative and operational functions of the office.
• Possess, or be willing to develop, a thorough understanding of the University’s policies and procedures as well as the office's administrative functions in order to ensure continuity during staff absences and assist with on-boarding new employees when needed.
• Able to work independently under minimal guidance, set priorities, independently propose solutions to problems requiring innovation and creativity, and exercise good judgment and discretion.
• Develop a high-level working knowledge of responsibilities of the Executive Assistant to the Provost and the Policy, University Council (UC), and Faculty Senate (FS) Coordinator, serving as their back-up in their absence as needed.

Responsibilities

• Serve as the office’s primary point of contact and manage stakeholder and customer relationships by evaluating requests, conducting needs assessments, triaging and delegating where appropriate, providing technical coordination where needed, and following up on critical issues.
• Coordinate with office administrative staff to manage stakeholder requests and the day-to-day operations of the office, including but not limited to facilities management, equipment, technology, and office-consumables purchasing needs; intra-office communication; event support; ensuring adequate office coverage; and developing processes for effective and efficient workflow and operational continuity.
• Oversee the student staff team; solicit project and support requests from office staff; triage and delegate appropriate tasks and projects; supervision, recruitment, scheduling, timekeeping, and training.
• Independently manage complex meeting and committee schedules, logistics, and calendars for senior leadership in Academic Affairs, primarily for the Vice Provost, and the Dean of Undergraduate Studies and Associate Provost for Student Success. Assess and prioritize meeting requests based on urgency and determine appropriate timelines. Support preparation and meeting coverage when needed.
• Support projects and coordinate travel as assigned.
• Manage confidential records for D08.0 Student Academic Integrity Policy violations in the Maxient platform and assist with long-term record management of the case files and database organization for reporting.
• Collaborate with the Executive Assistant to the Provost on day-to-day activities of the provost, including but not limited to scheduling and managing logistics for large group meetings and events hosted by the provost; calendar management; triaging and delegating phone calls and emails appropriately; supporting logistics for executive searches.
• Develop a high-level working knowledge of responsibilities of the Executive Assistant to the Provost and the Policy, University Council (UC), and Faculty Senate (FS) Coordinator, serving as their back-up in their absence as needed.
• 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.

Benefits

• The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources.
• RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities.
• RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [email protected]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

What This Job Offers

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