Academic Operations Coordinator in Rochester, New York at Roberts Wesleyan University

Status: Part-Time (20 hours/week)

Job Objective:

The Administrative Assistant provides centralized administrative support to multiple key academic units within Academic Affairs, ensuring efficient daily operations and contributing to the overall effectiveness of the university’s academic and administrative functions. This position plays a vital role in maintaining smooth office procedures, coordinating events and meetings, and managing critical records and correspondence. The role requires professionalism, discretion, and strong organizational and communication skills. Because the position involves handling sensitive academic and personnel data, strict confidentiality is essential. This position requires excellent communication skills and a high level of flexibility, as priorities frequently shift to meet the needs of a dynamic academic environment.

Job Responsibilities:

This position will provide centralized administrative assistance to the following programs: General Education, Global Honors, Pathway Program, Library, Student Success Center, and Faculty Senate. Key responsibilities include coordinating meetings and events, managing departmental records, and assisting with fiscal tasks such as credit card allocations.

1. Contract Management: Processing/submitting adjunct and overload contracts for the upcoming terms.
2. Course Scheduling: Assisting with the Master Course Schedule preparation annually.
3. Events and meeting coordination: Planning and oversight of event logistics, including room reservations, facilities requests, media services, and catering. Prepare and distribute meeting minutes.
4. Fiscal Oversight: Budget planning, payment processing, and credit card reconciliation for the supported programs.
5. Office Support: Ordering and organizing office supplies.
6. Student Support: Providing administrative assistance during registration periods, as well as processing drop/add and withdrawal requests.
7. Faculty Support: General administrative tasks to assist faculty and staff within these programs as needed.

Preparation and Training: Two years of post-high-school education. Strong organizational and multitasking abilities with excellent attention to detail and accuracy. Strong written and verbal communication skills.

Experience: 2+ years of experience in an office management or administrative support role, preferably in an education setting. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite applications.