Senior Staff Assistant

Rochester Institute of Technology | Rochester, NY

Posted Date 2/14/2024

Senior Staff Assistant


College of Art and Design

CAD School of Photo Arts and Sciences

Job Summary

The College of Art and Design at Rochester Institute of Technology welcomes qualified individuals to apply for a full-time Senior Staff Assistant position in the School of Photographic Arts and Sciences (SPAS). The ideal candidate will become one of two senior staff assistants providing daily administrative support to the School Director, five Undergraduate Program Directors, two Graduate Directors, 19 additional full-time faculty, and ten adjunct faculty. This position is responsible for the direct supervision of up to eight student employees, the support of approximately 300 student majors, budget oversight, and the day-to-day operations of the main school office. The senior staff assistant reports directly to the SPAS School Director.

Job Responsibilities

The Senior Staff Assistant works closely with another Senior Staff Assistant and also provides administrative support to enrolled and prospective students and their families, alumni, the Dean’s Office, and other internal and external stakeholders. After an initial training period, this position allows for the possibility to work four days on campus and one day remotely. The hours are Monday through Friday, 8:00 a.m. to4:30 p.m. with a 30-minute lunch, or until 5:00 p.m. with a one-hour lunch.

Major Responsibilities (shared with other school Sr. Staff Assistant):

Leadership Team support:

  • Manage calendars and schedule meetings for school director and school leadership
  • Manage documents, files, and general correspondence for the school
  • Create, assemble, and disseminate materials in support of meetings, events and presentations; maintain records and minutes of meetings
Administrative and office functions:
  • Facilitate on-boarding for new faculty, including accounts, systems access, and office preparation
  • Generate and process adjunct and add pay/overload faculty contracts and paperwork
  • Schedule and arrange school-level meetings and maintain and distribute meeting materials and minutes
  • Provide administrative assistance/support to faculty search committees or other school committees
  • Maintain and handle confidential school records, including faculty and adjunct personnel materials and records
  • Financial activities, including monthly budget reconciliation of SPAS accounts, day-to-day financial support including procurement, order supplies, journal entry and reconciliation, and vendor maintenance in collaboration with CAD Finance
  • Make travel arrangements for school director, visitors, and guests; assist faculty with arrangements and travel reimbursement/reporting
  • Liaison with admissions and program faculty/facilities for prospective student visits and tours
  • Administrative support for academic programs, including being the main point of contact and provide customer service for general school inquiries and visitors
  • Utilize RIT systems (Oracle, OnBase, MyCourses, SIS) to provide administrative and student support
  • Event planning and coordination, including catering, room setup, and day of support
  • Assist with requests and process materials from Student Services, Marketing and Communications, Dean’s Office, and Admissions
Student Employees:
  • Interview, hire, schedule, train, and bi-weekly timecard maintenance and approval
  • Issue paperwork for undergraduate and graduate student employees and faculty classroom assistants
  • Oversee tour training and scheduling for Open Houses and prospective students/families
We are seeking an individual to live our values, embrace diverse perspectives, and nurture the RIT community to remain a great place to work for all; who has the ability and interest in leading and contributing to a community committed to student-centeredness; integrity and ethics; respect; innovation and flexibility; and teamwork and collaboration. Select to view links to RIT’s core values, honor code, and statement of diversity.

Required Qualifications


  • Associate’s degree or equivalent experience
  • 2 years’ administrative office work experience


  • Advanced knowledge of Microsoft Outlook, Word, Excel and Google Suite
  • Experience handling highly confidential information and adhering to protocols and policies
  • Ability to:
    • Complete tasks efficiently while handling 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 instruction, and efficiently delegate tasks to student employees
    • Remain calm in stressful situations
  • Excellent written and verbal communication skills
  • Excellent organizational and customer service skills, strong attention to detail, and comfortable working in a team environment

Preferred Qualifications

  • Administrative work experience in a higher education environment.
  • Proficient working with software for: time card management; budget reporting; job posting/hiring; event management scheduling (EMS); and/or student record management (PeopleSoft), Virtual Meetings (Zoom meeting/webinar)
  • Budget reconciliation experience
  • Proficient in American Sign Language (ASL) or willingness to learn

Required Minimum Education Level

Associates or Equivalent Experience

Work Location

Hybrid — Remote/On-campus

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).

Department/College Description

The School of Photographic Arts and Sciences employs 26 faculty members, an average of 10 adjuncts, two Sr. Staff Assistants, and a School Operations team of four full-time staff members. The school comprises two undergraduate programs (a BS and BFA with four options), two graduate programs, and two minors. The undergraduate programs include Photographic Imaging Arts (BFA) which includes options in Advertising Photography, Visual Media, Fine Art Photography and Photojournalism, and a BS in Photographic Sciences. The graduate programs include an MS in Media Arts and Technology and an MFA in Photography and Related Media. Approximately 300 undergraduate and 25 graduate students are enrolled in SPAS, with over 8,000 alumni. To learn more about the programs in the School of Photographic Arts and Sciences, please visit

RIT's College of Art and Design is the university's creative hub where art, design, science, and technology intersect in our 200,000+ sq. ft. facility. We are a dynamic and professional arts and design community comprised of nearly 2,000 students (UG and Grad), 140 full-time faculty, 60 creative staff, and a number of professional part-time faculty, all of whom contribute to our College’s ecosystem. The College’s four schools offer programs in Art, Design, Crafts, Film and Animation, Photography and Photographic Sciences. The range of innovative programs offers students a panoramic perspective from creating fine art using centuries-old methods to pushing the boundaries of digital creativity. The College of Art and Design also takes full advantage of RIT’s opportunities in technology, STEM, engineering, sustainability, and entrepreneurism programs, as well as our global campuses,

How To Apply

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

Additional Details

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 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, please contact the Human Resources office at 585-475-2424 or email your request to Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

Hourly/Salary Minimum


Hourly/Salary Maximum


Employment Type
Full Time

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