Staff Assistant

at  Rochester Institute of Technology

JOB SUMMARY

The Staff Assistant is the primary backup for the Dean’s Office reception desk during student worker absence and is expected to:

• Complete tasks efficiently while experiencing frequent interruptions and changing priorities.
• Successfully work independently, as part of a team, and in a fast-paced environment.
• Adhere to an established work schedule, take instructions, and efficiently delegate tasks to student workers.
• Remain calm during challenging situations.

This is a full-time position Monday-Friday, 8:00 AM - 4:30/5:00 PM and reports to the Assistant Dean of Administrative Services.

REQUIRED QUALIFICATIONS:

HS Diploma/GED

Skills:

• Proficient in using Microsoft Word, Excel and Outlook; and Google Drive, Sheets and Docs
• Comfortable communicating by phone and in-person with individuals of all backgrounds
• Ability to maintain confidentiality and adhere to policies and protocols
• Organizational skills and detail-oriented
• Customer Service skills

PREFERRED QUALIFICATIONS:

Proficient in using Microsoft PowerPoint and Google FormsExperience with timekeeping software (Kronos), purchasing card reconciliation, and or Carousel slide content

MINIMUM QUALIFICATIONS

HS Diploma/GED

Skills:

• Proficient in using Microsoft Word, Excel and Outlook; and Google Drive, Sheets and Docs
• Comfortable communicating by phone and in-person with individuals of all backgrounds
• Ability to maintain confidentiality and adhere to policies and protocols
• Organizational skills and detail-oriented
• Customer Service skills

Administrative Support:

For the Deans Office:

• Submits maintenance service requests for office equipment and facilities
• Assists student workers with resolving in-person, telephone, and email inquiries
• Schedules group meetings on behalf of the Associate Deans
• Provides support for Deans Office events as needed-may include reserving space, Catering, and assisting with setup and cleanup

For the Deans Office and CAD Marketing Communications:

• Expected to work CAD activities during the following events: Orientation, Brick City Homecoming, National Portfolio Day at RIT, Imagine Festival, Convocation, and Commencement
• Purchasing: orders office supplies, equipment, nametags, office signs, and business cards
• Submits ITS tickets for new employees
• Maintains receipts, and reconciles monthly purchasing cards statements.

For CAD Marketing Communications:

• Uploads approved documents to Inside CAD (policies, forms, etc.)
• Updates database of high school art teacher contacts
• Updates database for Elevate e-zine contacts
• Schedules photographers for CAD events
• Maintains records of approved student work for promotional use
• Updates Carousel slide content on the video monitors in Gannett and Booth Halls, ie. adding events to monitors
• Tracks swag inventory and reorders as needed

Student Worker Responsibilities:

• Primary backup responsibility for reception desk coverage during student worker absence
• Posts jobs, schedules interviews, and processes Hire, Change, and Termination forms
• Creates Deans Office student workers schedule and helps train
• Maintains timecards and handles bi-weekly sign-off; backup for other student worker managers as needed
• Emails communications to student workers related to the Student Employment Office (SEO) and RIT Payroll/Timekeeping processes
• Attends the SEOs Monthly Q&A Forum

Other duties as assigned.