Office Manager, RIT Office Provost & Sr VP Academic Affairs

Position Highlights

With a high degree of autonomy, the Office Manager provides essential administrative, operational, and customer service support to the Office of the Provost and Academic Affairs. The Office Manager is responsible for developing effective systems and processes for managing and organizing the day-to-day administrative and operational functions of the office. Additional key responsibilities include managing the student staff team, database management, providing administrative support to the Dean of Undergraduate Studies and Associate Provost for Student Success, and the Vice Provost, and serving as a collaborative partner for the Executive Assistant to the Provost.

The Office Manager should possess, or be willing to develop, a thorough understanding of the University’s policies and procedures as well as the office's administrative functions in order to ensure continuity during staff absences and assist with on-boarding new employees when needed. The Office Manager must be able to work independently under minimal guidance, set priorities, independently propose solutions to problems requiring innovation and creativity, and exercise good judgment and discretion.

• 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 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 related field 5 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.

Non-Exempt

On Campus

$19.65 - $31.45 Hourly

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…