Office Coordinator

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, serving as the first point of contact for the assigned area.
• Coordinates and manages calendars, scheduling appointments, interviews, travel, and events; assists with or coordinates the preparation and 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 and securing sensitive and confidential records; collects data, maintains database records, and assists with data analysis as needed.
• Manages office supplies, tracks inventory, and coordinates 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, records and receipted payments, creates invoices, and monitors budgets; provides purchasing support and p‑card processes and assists with financial record‑keeping and compliance with departmental budget guidelines.
• Coordinates and assists 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 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.

• Associate's degree in a related field.
• Five years of related experience.
• Equivalent combination of experience and education may be considered.

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.

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.

Non‑Exempt

Hybrid

$22.00 – $28.00 per hour.

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…