Senior Staff Assistant

Rochester Institute of Technology | Rochester, NY

Posted Date 1/24/2024

Senior Staff Assistant


Institute of Health Sciences and Technology

CHST Biomedical Sciences

Job Summary

The position provides administrative support, office management and budget support for the faculty, staff, and students within the Department of Medical Sciences, Health & Management (MSHM) in the College of Health Sciences & Technology (CHST). The MSHM department includes undergraduate programs in Biomedical Sciences and Global Public Health and graduate programs in Health Systems Management and Medical Illustration. The position works closely with the CHST Financial Analyst and is the main point of contact between the department and campus partners including but not limited to the Office of the Registrar, Enrollment Management, Financial Aid and Scholarships, Human Resources, and Payroll.

Job Responsibilities

Administrative Support

  • Provide day-to-day financial support for the programs in the MSHM including maintaining and reconciling monthly financial reports, procurement transactions/paperwork, management of procurement card and monthly review/certification process, travel/expense reports, Oracle report generation and processing necessary journal entry corrections, in collaboration with the CHST Senior Financial Analyst. Maintains files per university records management practices. Track and report expenses, procurement card activities, and order office supplies for academic programs. Assist with fiscal year-end close out of accounts and reports.
  • Support department searches, hire process, and onboarding. Coordinate and complete required forms for hiring and/or payment of new faculty, staff, adjuncts, guest lecturer honorariums (weekly) and student employees; IT Request forms and other paperwork associated with the onboarding process. Process adjunct contracts (including adjunct speakers) and faculty overload contracts in Oracle and student employee hours in Kronos.
  • Provide back up support for CHST budgetary activities, as needed
  • Provide administrative support to the faculty, staff and students in the MSHM academic programs including but not limited to, processing academic forms, scheduling appointments, and serving as the main point of contact for the office phones, email, and other communication channels. Coordinate graduate thesis submissions, paperwork and forms for final certification. Compile, monitor and maintain applicant and current student files, and academic program rosters for MSHM programs. Assist with the development and distribution of student, alumni and employer surveys. Utilize computer information systems (i.e. Slate, PeopleSoft, OnBase, Qualtrics).
Student Support
  • Organize and coordinate marketing and recruitment materials. Coordinate recruitment visits as well as new applicant interviews.
  • Assist with the onboarding of new graduate students, including communicating timely information regarding orientation, scheduling and other important updates.
  • Coordinate editing, and distribution of academic program student handbooks/manuals. Assist with mailings, assembly of student information packets, mass-mailings, and student letters. Review program materials including graduation galleys and printed materials for accuracy and timeliness of information.
  • Provide Administrative and logistical support to academic program advisory boards, coordinate meetings, take notes and arrange hospitality. Assist in planning and execution of special events, meetings, hospitality events organized by the graduate programs and/or CHST including but not limited to open houses, orientation/academic day, and commencement.


Required Qualifications


  • Associate's Degree or equivalent experience
  • 2+ years of experience
  • Strong computer skills (internet, Microsoft office suite, Outlook email, Qualtrics)
  • Strong interpersonal skills and an ability to work effectively with others in a team environment;
  • Verbal and written communication skills
  • Customer focus
  • Strong organizational skills, attention to detail, ability to prioritize and manage multiple tasks, and ability to complete projects under time constraints;
  • Ability to handle highly confidential information in a professional manner

Required Minimum Education Level

Associates or Equivalent Experience

Work Location

Henrietta Campus — 100%



Wage Band


FLSA Category


Employment Category


Required Application Documents

Cover Letter, Curriculum Vitae or Resume, List of References

What do we believe at RIT?

Rochester Institute of Technology is a diverse and collaborative community of engaged, socially conscious, and intellectually curious minds. Through creativity and innovation, and an intentional blending of technology, the arts and design, we provide exceptional individuals with a wide range of academic opportunities, including a leading research program and an internationally recognized education for deaf and hard-of-hearing students. We are dedicated to building a diverse community, one where employees feel a sense of belonging, and are valued for their contributions and the perspectives they bring.

As a member of the RIT community, you'll receive a comprehensive employee benefits package that offers multiple options and access to additional employment advantages. You can tailor your benefit elections to meet your needs (affordable medical/dental/vision benefits; paid vacation/sick time/retirement saving plan with exceptional employer match; and tuition assistance for you and your family, to name a few).

How To Apply

In order to be considered for this position, you must apply for it at: Click the link for search openings and in the keyword search field, enter the title of the position or the BR number.

Additional Details

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 does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. 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 reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, and you wish to discuss potential accommodations related to your application for employment at RIT, please contact the Human Resources office at 585-475-2424 or email your request to

Hourly/Salary Minimum


Hourly/Salary Maximum


Employment Type
Full Time

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