Office Coordinator

Location: City of Rochester

Essential Duties & 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

Knowledge, Skills, & Abilities 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

Minimum Education & Experience Associate's degree in related field5 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 Job Details The Ombuds Office Coordinator serves as a point of contact for visitors, including individuals who arrive without an appointment, and provides calm, professional assistance in triaging walk‑ins while maintaining the office’s standards of neutrality and discretion. This role requires a clear understanding of the Ombuds Office’s commitment to confidentiality, including recognizing what information can be collected, how it should be handled, and when to direct individuals to the Ombuds for private conversation.

The Office Coordinator helps create a welcoming, safe environment by managing initial inquiries, safeguarding sensitive information, and supporting smooth transitions into confidential Ombuds processes.

FLSA Category Non-Exempt Work Location Hybrid Compensation  $22.00 - $28.00/hour 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…