Essential Duties & Responsibilities
Addresses both routine and complex, unanticipated issues and inquiries, ensuring timely resolution while maintaining compliance with department and university policies and procedures. Collaborates with internal and external stakeholders on confidential matters
Acts as a resource for interpreting practices, processes, and policies, providing clear guidance to others. Represents the department and program in communications with personnel at various levels, managing and safeguarding sensitive and critical information. Advises stakeholders on departmental policies and procedures
Assists in the preparation and dissemination of information regarding degree programs, course requirements, curriculum updates, and marketing collateral
Manages instructional support tasks such as coordinating course syllabi, administering course evaluations and exams, and responding to student inquiries
Provides student services support, including processing tuition waivers, course permits, graduation checks, and tracking student progress
Supports the scheduling of courses and assists with academic coordination, ensuring smooth course offerings and scheduling logistics
Contributes to student recruitment efforts and accreditation activities such as data analysis, teaching assistant coordination, exam management, and helps coordinate any associated outreach events
Assists faculty with grant proposal preparation, tracks grant budgets, and provides guidance on financial processes while responding to inquiries and ensuring policy compliance
Other duties as assigned
Knowledge, Skills, & Abilities
Knowledge of office management, administrative procedures, and university operations to ensure effective workflow and coordination
Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records
Knowledge of academic program structures, degree requirements, and course curricula to provide accurate information and support to students and faculty
Skill in managing and coordinating course schedules, ensuring smooth logistics and alignment with academic calendars
Skill in communication and customer service, providing clear and responsive support to students, faculty, and external partners
Skill in problem-solving, addressing inquiries, and resolving issues efficiently while maintaining a high level of customer service
Ability to coordinate multiple tasks and responsibilities simultaneously, ensuring deadlines are met and operations run smoothly
Ability to build positive working relationships with students, faculty, staff, and external partners, enhancing communication and collaboration
Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standards
Minimum Education & Experience
Associate's degree in related field
5 years of related experience
Equivalent combination of experience and education may be considered
Job Level Overview
Operations, Administrative, Service, or Technical Support Level 3 - Senior level role with considerable knowledge and skills. Performs complex tasks and project work. Work is typically not routine and requires troubleshooting and analysis. Mentors or guides less experienced staff.
Additional Details
The School of Chemistry and Materials Science (SCMS) is seeking a dynamic and collaborative Senior Staff Specialist to play a vital role in supporting the School's financial, academic, administrative, and facility operations. Working closely with the School Head of Chemistry and Materials Science, the College of Science (COS) Dean's Office, the COS Financial Team, and School faculty, staff, and students, this position helps ensure smooth daily operations while contributing to thoughtful planning and informed decision-making.
The Senior Staff Specialist uses sound judgment and discretion to perform accounting and operational duties in alignment with institute best practices and a strong commitment to customer service. The role supports the financial health of the School by monitoring and reconciling accounts, advising the School Head on current and projected budget status, participating in monthly budget reviews, and preparing journal entries and other financial corrections to ensure accurate and timely reporting.
In addition, this position provides key administrative and academic support for the Materials Science and Engineering (MSE) Master's program. Responsibilities include monitoring student progress toward degree completion, coordinating enrollment and academic requirements, processing program documentation, assisting with course planning, and serving as the primary point of contact for graduate student questions and concerns. The ideal candidate is detail-oriented, organized, and customer-focused, enjoys working collaboratively, and is eager to apply strong coordination, accounting, and problem-solving skills to support a vibrant academic community.
FLSA Category
Non-Exempt
Work Location
On Campus
Compensation
$19.70 - $31.40
Application Materials
When you are ready to complete an application for this position please be prepared to submit the below requested information. This will be required to ensure your application is processed in a timely manner.
Cover Letter, Curriculum Vitae or Resume
Candidates must be eligible to work in the United States.
Additional Details
In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) 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. 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 hr@rit.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
