Job Summary:

The Administrative Coordinator serves as the welcoming front door of the Dean of Students Office (DOSO), providing trauma-informed, student-centered customer service while responding to sensitive student, family, faculty, and community inquiries with professionalism and compassion. Manages and oversees the day-to-day operations and administrative support activities of the DOSO, Conference Room, and Off-Campus Commons. Serves as the primary point of contact for both internal and external constituencies, assists and represents DOSO in communicating with constituents, and handles multiple issues and concerns as they arise. Exercises sound independent judgment prioritizing competing demands and determining appropriate responses to sensitive situations. Coordinates logistics for programming and completes special projects as needed by offices in the Dean of Students portfolio.

Who we are:

Founded in 1824, Rensselaer Polytechnic Institute (RPI) is the first technological research university in the United States. We bring creativity, science, and technology together to address society's greatest challenges. We cultivate exceptional problem-solvers by immersing them in a culture of rigorous inquiry, disciplined practice, and hands-on application. Our strategic plan, RPI Forward, charts a pioneering course for the next era of RPI. Explore the RPI Forward plan. ↗︎

Nestled on a beautiful 275-acre campus in upstate NY, RPI is home to five schools, 32 research centers, three makerspaces, an observatory, one of the world’s fastest supercomputers, and the IBM Quantum System One - the first university-based quantum computer in the world. 

With top notch employee health and retirement benefits, Rensselaer offers its full-time employees a generous paid time off program, tuition remission, and opportunities for career growth. 

Minimum Qualifications:

• Highschool Diploma or equivalent
• Five (5) or more years related experience

Relevant combinations of education, training and experience may be considered.

Preferred Qualifications:

• Associate's Degree in related field

Representative Job Duties:

• Provide exceptional customer service to students, families, faculty, staff, and visitors. Respond to sensitive situations with empathy, professionalism, and discretion. Connect students to appropriate campus resources. Foster a welcoming, inclusive, and supportive office environment.
• Coordinate daily office coverage and ensure continuity of operations. Triage incoming calls and serve as first point of contact. Exercise independent judgment in prioritizing urgent and sensitive matters. Provide DOSO staff with all relevant information to provide timely responses and follow-up. Assist the DOSO in planning, organizing prioritizing and coordinating the timely assignment, follow-up and completion of work and projects. Track and record leave time for DOSO. Ensure that new employees are appropriately processed for payroll and proper procedures are followed for employment separations.
• Plan and maintain complex, busy and shifting schedules of appointments, meetings and travel. Ensure members of the DOSO staff are prepared with essential information and background for each meeting and/or trip. Draft travel itineraries, reserve lodging, set up meeting rooms, and handle all logistics associated with these activities. Prepare and process travel and expense reports in accordance with Institute policies.
• Support administrative processes related to student leaves, returns, enrollment updates, and case management while ensuring accuracy, confidentiality, and timely communication with campus partners
• Utilize Maxient (case management software), Banner, Microsoft 365, Data Warehouse, Canva (marketing software), and other enterprise systems. Generate reports and dashboards. Support workflow development and continuous process improvement.
• Monitor financial activity and provide reports to the DOSO and the Student Experience Business Manager. Monitor spending to ensure adherence to general policies and guidelines. Identify and resolve discrepancies in accordance with Institute and DOSO portfolio standards and policies. Maintain inventory of office supplies which includes ordering and invoice processing.
• Train, supervise and schedule work-study students. Assure that work is done in a timely manner and evaluate performance. Prepare all work-study paperwork coordinating with financial aid and payroll. Prepare student, bi-weekly and semi-monthly payroll.
• Coordinate marketing strategies for the DOSO, including annual communication planning, social media scheduling, website updates, marketing campaigns, and student outreach. Serve as DOSO liaison to Student Experience Director of Marketing & Communications for Canva projects, DOSO website, and campus emails.
• Arrange event details including but not limited to coordinating contracts with vendors, purchasing supplies or equipment, catering, reserving space, setting up and tearing down.
• Ensure that public spaces in Academy Hall are adequately maintained by inspecting public areas on a weekly basis and initiating service requests as needed. Monitor any possible safety concerns. Coordinate with the Student Experience Operations Manager if required to manage larger repair projects.
• Other duties and special projects as assigned

Shift:

Business Hours, Monday through Friday. Weekends or evenings occasionally required

Starting Salary/Rate:

Expected hiring range: $20.00 - $23.75 / hr 

Pay transparency disclosure: The selected candidate’s salary will be determined based on factors that include the available budget, internal equity, and the final candidate’s qualifications, experience, education and other job-related credentials. This hiring range is provided as Rensselaer’s good faith estimate of the expected hiring range at the time of posting.

Application instructions:

Follow the on-screen prompts to create a brief online profile. Please be ready to upload your resume and cover letter.

If you need assistance with the online application process, please contact careers@rpi.edu.

Applications will be accepted until the position is filled.

Total Compensation and Benefits Information:

Rensselaer’s Total Compensation Program is designed to provide stable pay growth, a comprehensive and affordable benefits package, and a comprehensive and affordable retiree medical and prescription plan. Our goal is to provide you and your family with a comprehensive health and welfare program as an umbrella of financial security and protection during your employment. For more information, please visit Benefits | Human Resources (rpi.edu).