Job Information
Rochester Institute of Technology Senior Staff Assistant in Rochester, New York
8759BR
Position Title:
Senior Staff Assistant
Organization:
CIMS Pollution Prevention Institute
Job Responsibilities:
Provide front desk reception duties for NYSP2I, including answering phones and assisting visitors. Monitor general NYSP2I e-mailbox; triage questions and redirect to appropriate staff.
Provide administrative support to the NYSP2I Director, including scheduling meetings with the program sponsor, partners, advisory board members, and other stakeholders; managing the Director’s calendar; preparing agendas, coordinating logistics (for remote and in-person meetings), and note taking for advisory board and other meetings.
Provide administrative support to the NYSP2I team, including scheduling and drafting agendas for internal meetings, maintaining databases, scanning documents, preparing Fed-Ex shipments, sorting and distributing mail, creating and maintaining files, maintaining and tracking memberships to associations/ committees.
Handle travel arrangements for staff, including the Director as needed, in a timely manner. This may involve working with a travel agent to book air travel and hotel reservations; making conference registrations; arranging car rentals, preparing detailed agendas, preparing and processing travel expense reports, and conducting internet research.
Coordinate purchasing to include ordering office supplies for main office; getting new vendors set up in RIT’s PaymentWorks system; generating purchase order requisitions for project materials, supplies, vendors, consultants; reviewing and closing out open purchase order requests in the department operational database and processing related invoices.
Review and manage charges on the P2I department procurement card, including maintaining accurate records, investigating discrepancies, reconciling monthly statements, and obtaining needed signatures in a timely manner. Update charge card banking records to reflect appropriate charge accounts and purchase description on a regular basis.
Support Human Resources needs:
Administer Kronos, including entering hours, printing reports, ensuring accuracy of hours, preparation of payroll change forms, additional payments forms, etc.
For professional staff and co-op/part-time students employees: post jobs, coordinate interviews, complete hiring paperwork, provide orientation, coordinate desk setup, support onboarding
Assist with coordination of community grants program which includes but is not limited to: organizing and tracking grant applications, setting up Oracle POs, tracking budgets, and processing related invoices.
Coordinate and assist with hosting of NYSP2I events (remote and in-person - on or off-campus), which may include but is not limited to: preparing agendas, ordering hospitality/catering, planning room set-up, assisting visitors with travel arrangements and/or recommendations, providing maps & directions; securing a venue, and managing event registration.
Prepare company assistance project contracts using standard template; proof-read project proposals; prepare and route authorization forms; submit proposals to clients; route documents for signatures and submit to RIT’s sponsored research group.
Manage the department employee recognition program.
Provide backup support for other programs within the Golisano Institute for Sustainability, as needed, which may include reception duties, HR administration support, purchasing, and other administrative tasks.
Effectively define and communicate problems and opportunities/provide input regarding office procedures, office machines. Facilitate, communicate and implement changes in administrative procedures in the department.
FLSA Category:
Non-exempt
Requisition Number:
8759BR
College/Division:
Golisano Institute for Sustainability
Required Application Documents:
Cover Letter, Curriculum Vitae or Resume
Employment Category:
Fulltime
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 does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. 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.
Required Minimum Education Level:
Associates or Equivalent Experience
How To Apply:
In order to be considered for this position, you must apply for it at: http://careers.rit.edu/staff . Click the link for search openings and in the keyword search field, enter the title of the position or the BR number.
Wage Band (https://www.rit.edu/fa/humanresources/content/staff-wage-grade-bands) :
114H
Required Qualifications:
Education/Experience:
Associate's degree or equivalent experience
3-5 years of general office experience
Skills:
Strong customer service and interpersonal skills
Excellent time management and organizational skills; ability to prioritize workload
Attention to detail, excellent grammatical skills
Ability to reconcile account statements; good basic math skills
Solid computer skills, including use of MS office suite and purchasing/bookkeeper software; ability to learn new software programs
Ability to work in a team environment - must be able to switch tasks and help out where needed
Professional demeanor; effective oral and written communication skills, including communication and interaction with c-suite level stakeholders
Understanding of proper handling and safeguarding of confidential and sensitive information.
Department/College Description:
The New York State Pollution Prevention Institute is part of the Golisano Institute for Sustainability, an applied research organization at RIT whose mission is to undertake world-class education and research programs in sustainability with major foci on sustainable production, sustainable energy, sustainable mobility and ecologically friendly information technology systems. NYSP2I is staffed by a passionate team of scientists, engineers and administrative personnel who collaborate with companies in New York State to provide technical assistance and solutions to complex sustainability problems. More information on the Institute can be found at https://www.rit.edu/affiliate/nysp2i/
Shift:
A
What do we believe at RIT?:
Rochester Institute of Technology is a diverse and collaborative community of engaged, socially conscious, and intellectually curious minds. Through creativity and innovation, and an intentional blending of technology, the arts and design, we provide exceptional individuals with a wide range of academic opportunities, including a leading research program and an internationally recognized education for deaf and hard-of-hearing students. We are dedicated to building a diverse community, one where employees feel a sense of belonging, and are valued for their contributions and the perspectives they bring.
As a member of the RIT community, you'll receive a comprehensive employee benefits package (https://www.rit.edu/fa/humanresources/sites/rit.edu.fa.humanresources/files/docs/Benefits_at_a_Glance.pdf) that offers multiple options and access to additional employment advantages. You can tailor your benefit elections to meet your needs (affordable medical/dental/vision benefits; paid vacation/sick time/retirement saving plan with exceptional employer match; and tuition assistance for you and your family, to name a few).
Work Location:
Henrietta Campus — 100%
Job Summary:
The NYS Pollution Prevention Institute (NYSP2I) at RIT’s Golisano Institute for Sustainability is seeking a Senior Staff Assistant. Reporting to the NYSP2I Director, the Senior Staff Assistant provides administrative support for NYSP2I team of approximately 16 professional staff. The NYSP2I Senior Staff Assistant may also provide backup administrative support for other programs within the Golisano Institute for Sustainability, as needed.
Hourly/Salary Minimum:
16
Hourly/Salary Maximum:
25