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Rochester Institute of Technology Provost Events and Office Coordinator in Rochester, New York

7304BR

Position Title:

Provost Events and Office Coordinator

Organization:

Office of the Provost & Sr VP for Academic Affairs

Job Responsibilities:

Collaborate with the Project and Event Manager and the Communication and Content Manager to:

  • Prepare, proof, and distribute award notifications, invitations, newsletters, mass mailings, etc.

  • Manage large and detailed databases relating to award recipients, guests, trustees, and other senior level administrators. Follow up on requests for information as necessary.

  • Execute logistical details which may include scheduling/confirming support services, preparing script books, setting up stages, organizing participants, tracking RSVPS, submitting catering and access service requests and other event details.

  • Book travel and hotel arrangements for 30-50 honored teachers annually and manage expense reimbursements for the honored teachers consistent with RIT policy.

  • Define the responsibilities and manage the recruitment, training, and assignment of volunteers and staffing for all events, including Commencement Weekend.

  • Work with various vendors, both internally and externally, to arrange event logistics; prepare, frame, and secure awards; oversee the engraving of medallions for the Outstanding Undergraduate Scholars.

  • Other event-related duties as needed.

Manage the daily operations of the office; responsibilities include but are not limited to:

  • Managing all phases of student employment for the suite and Office of the Provost to include assessing the need and required skills for student support from the suite members, recruiting, hiring, onboarding, supervising, scheduling, training, and terminating 3-6 students each semester for general office coverage, support for special events, and coverage over holiday breaks and summer. Mentor student employees on appropriate work expectations.

  • Organize and execute all logistics and invitations for Provost’s Office Hours, town halls, college meetings, etc., as requested.

  • Create itineraries and schedules, and manage and execute logistics for executive searches, some of which may be off campus. Schedule rooms, technology, catering, access services, travel, and hotel accommodations as needed.

  • Support comprehensive reviews of the deans and associate provosts to include scheduling meetings and creating and monitoring multiple surveys using Qualtrics or other similar survey tool.

  • Manage university committee memberships, including the provost’s delegates, and the Office of the Provost annual calendar.

  • Monitor several email accounts (Office of the Provost, Academic Affairs, and Graduation), responding to or directing emails as appropriate in a timely and professional manner.

  • Manage length of service notifications and plan and execute logistics for the annual recognition event.

  • Proof, edit, and distribute various forms of communications.

  • Ensure the office is appropriately staffed during breaks and over the summer.

  • Manage all facility and key requests, mail for the suite and the Office of the Provost, and office supplies inventory.

  • Manage office moves and related ITS infrastructure (phones, computer purchasing/reimaging, etc.).

  • Serve as liaison with other departments and divisions in executing events and interactions with the Office of the Provost.

  • Serve as back-up to the University Council, Faculty Senate and Policy Coordinator in the absence of the primary coordinator to include assisting with meeting logistics for UC and/or FS meetings, creating agendas and confirming presenters. Assist with meeting setup and breakdown, taking minutes, and managing related presentations and documentation as needed.

  • Greet and direct visitors.

  • Collaborate with the executive assistant to the provost on day to day activities to include but not limited to:

  • Scheduling and managing logistics for large group meetings and events hosted by the provost, some of which may be off campus.

  • Assisting with day-to-day calendar management.

  • Answering and directing phone calls appropriately.

  • Providing in-person office coverage when the executive assistant is out of the office.

FLSA Category:

Non-exempt

Requisition Number:

7304BR

College/Division:

Provost

Required Application Documents:

Cover Letter, Curriculum Vitae or Resume

Employment Category:

Fulltime

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

Required Minimum Education Level:

Associates or Equivalent Experience

How To Apply:

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

Wage Band (https://www.rit.edu/fa/humanresources/content/staff-wage-grade-bands) :

115H

Required Qualifications:

  • Associates Degree in business, communications or English and five years of administrative office experience or equivalent.

  • Ability to think critically and strategically; anticipate, analyze and solve problems quickly and efficiently, and apply sound judgment

  • Ability to manage multiple priorities with attention to detail and under time constraints

  • Ability to work with diverse individuals at all organizational levels

  • Ability to manage confidential information and apply good judgment

  • Demonstrated expertise using Microsoft Outlook, Word, Excel, PowerPoint or other database software

  • Excellent communication skills, both written and verbal

  • Demonstrated ability to create, edit, proof and format documents

  • Ability to work independently and as part of a team

  • Demonstrated ability to manage large and detailed databases

  • Demonstrated ability (or willingness to learn) in building effective surveys in Qualtrics or other comparable survey tool

  • Proven customer service skills and ability to deal with difficult situations

  • Flexibility and willingness to assume new tasks or special projects as requested

Preferred Qualifications:

  • Bachelor's degree in business administration, communications, English, or a related field is strongly preferred

  • Experience working in higher education in an academic unit

  • Knowledge of various software tools such as Kronos, CERVIS Volunteer Management Software, Qualtrics, Drupal, Zoom for meetings and webinars, and Oracle.

Department/College Description:

RIT’s Office of the Provost works with faculty, staff, and leaders across the university to ensure that RIT continues to excel in student-centered learning, teaching, research, and scholarship. The office oversees nine colleges; two degree-granting units and several global campus locations, curriculum assessment and development, student retention and success initiatives, academic support programs, faculty and staff recruitment and retention, academic affairs, and faculty affairs.

Shift:

A

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 (https://www.rit.edu/fa/humanresources/sites/rit.edu.fa.humanresources/files/docs/Benefits_at_a_Glance.pdf) 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).

Work Location:

Henrietta Campus — 100%

Commitment To Safety:

COVID 19: Please familiarize yourself with the requirements of the RIT Safety Plan (https://www.rit.edu/ready/rit-safety-plan) . Information on the responsibility for each employee can be found on the RIT Ready (https://www.rit.edu/ready/) website. As per the RIT Employee COVID-19 Vaccination Policy (https://www.rit.edu/fa/humanresources/content/rit-mandatory-employee-covid-19-vaccination-policy) , all university employees must be fully vaccinated for COVID-19. Vaccination exemptions may be granted: (1) to employees who are unable to be vaccinated due to a medical condition or disability; (2) on the basis of an employee’s sincerely held religious belief, practice, or observance, or (3) to employees who are fully remote and sign an Employee Attestation stating that they will not be on campus for any reason, nor will they participate in any in-person university-sponsored activities.

Job Summary:

The Provost Events and Office Coordinator for Academic Affairs is responsible for managing administrative operations of the suite. The Provost Events and Office Coordinator will:

  • Manage data and logistics for major academic events such as commencement, Academic Convocation, Fall Convocation for New Students, Outstanding Undergraduate Scholarship Awards, the Celebration of Teaching and Scholarship and the Office of the Provost Length of Service celebration breakfast.

  • Coordinate and execute logistics for searches for positions reporting to the provost, executive comprehensive evaluations, and other special projects which may include scheduling and managing logistics for meetings and interviews, some at off campus locations; creating and monitoring surveys using Qualtrics or similar survey tool; and booking travel and hotel accommodations.

  • Collaborate with the executive assistant to the provost in managing day-to-day activities of the office and provide full office coverage when the executive assistant is out of the office.

  • Manage all phases of student employment including assessing the need and required skills, recruiting, hiring, training, scheduling, supervising and terminating student employees.

  • Serve as the first point of contact for facility questions and apply problem-solving skills to find solutions.

The Provost Events and Office Coordinator is expected to be both self-directed and collaborative; a critical thinker and a problem solver, to interact in a professional and informed manner with individuals both inside and outside the university; and to exercise discretion and judgment in addressing sensitive or protected information pertaining to students, faculty and staff.

This is an in-person non-exempt position (115H) reporting to the assistant vice president. Other team members include the project and event manager, the content and communications manager, the executive assistant to the provost, the University Council, Faculty Senate and policy coordinator, the director of budget, financial planning and analysis, and senior staff accountant. Normal work hours are 8 a.m.-5 p.m. with some evening and weekend work required to support events.

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