Policy, University Council, and Faculty Senate Coordinator

Rochester Institute of Technology•Rochester, NY

4d•Onsite

About The Position

Provide high level administrative support for University Council (UC) and Faculty Senate (FS). Such support includes, but is not limited to, facilitating the work and the meetings of the executive committees, all meeting logistics for both UC and FS executive and full council meetings, including creating agendas and confirming presenters, taking minutes, and managing related documentation and websites. The incumbent will also manage university policies. Responsibilities include, but are not limited to, maintaining a log of university policies which tracks updates and review dates, informing the governance groups and policy owners of policies that need to be reviewed, updating the university policies website content, and managing a policy archive, all per policy B05.0. The incumbent will regularly work with high level administrators and faculty and will serve as the point of contact for UC, FS, and university policies. The incumbent will work with confidential information, interpret policy, and serve as a resource to the RIT community for questions relating to UC, FS and university policy. The incumbent must be able to work independently, set priorities, and exercise good judgement and discretion. The incumbent must attend all UC and FS full council and executive committee meetings. The position reports to the Associate Provost for Faculty Affairs.

Requirements

Associate's degree in related field
5 years of related experience
Equivalent combination of experience and education may be considered
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

Nice To Haves

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

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