Administrative Coordinator

Rensselaer Polytechnic Institute (RPI), founded in 1824, is the first technological research university in the United States. We bring creativity, science, and technology together to address society’s greatest challenges. Nestled on a 275-acre campus in Troy, NY, RPI is home to five schools, 32 research centers, three makerspaces, an observatory, one of the world’s fastest supercomputers, and the IBM Quantum System One—the first university-based quantum computer in the world.

About the role

The Administrative Coordinator supports the strategic and operational effectiveness of the School of Humanities, Arts, and Social Sciences (HASS) by working closely with the Manager of Administrative Operations and Department Heads. This position provides administrative coordination across HASS departments, ensuring the smooth delivery of department-level operations, initiatives, and priorities. Reporting directly to the Manager of Administrative Operations, the Administrative Coordinator plays an integral role in executing the Manager’s direction and priorities at the school and department level while supporting Department Heads in their academic and administrative responsibilities.

Responsibilities

• Department Operations Oversight: Coordinate and monitor the daily operational functions of assigned departments, implementing school-wide administrative standards and ensuring alignment with HASS priorities. Establish and maintain standardized procedures, office systems, and confidential records in accordance with Institute policies.
• Department-Level Event and Program Coordination: Plan and manage recurring departmental events and initiatives, such as colloquia, exhibitions, symposia, and guest lectures, in alignment with HASS strategic goals. Coordinate event logistics and vendor arrangements, partner with the Business Office on budgeting and financial tracking, and work with the Operations Team to publicize and document events across school and Institute channels.
• Academic Hiring and Search Coordination: Manage the administrative process for faculty and academic staff searches at the department level, in coordination with search committees and the Manager of Administrative Operations. Ensure compliance with Institute and legal requirements, track candidate data, and oversee travel and visit logistics.
• Facilities and Space Administration: Support school-wide space allocation and facilities management by maintaining departmental space records, participating in the HASS Annual Space Survey, coordinating building inspections, and addressing safety requirements in collaboration with the Manager of Administrative Operations.
• Calendar and Scheduling Coordination: Oversee the scheduling of key department-level activities, meetings, and recurring events to ensure alignment with school priorities. Maintain master departmental calendars to coordinate with HASS-wide scheduling needs.
• Procurement and Transaction Processing: Initiate and process department-level purchases, reimbursements, and honorariums in compliance with Institute policies. Complete purchase orders and related transactions using OSCAR, process travel and expense reports in CONCUR, and ensure all documentation is accurate and submitted within required timelines.
• Academic Administration & Compliance: Coordinate department-level responsibilities related to academic processes, including promotion and tenure, faculty workload reporting, and policy compliance, ensuring deadlines are met and records are accurately maintained.
• Cross-Departmental Collaboration and Special Projects: Collaborate with other Administrative Coordinators to share resources, provide backup coverage, and maintain operational consistency across HASS departments. Contribute to school-wide projects, initiatives, and time-sensitive priorities as directed by the Manager of Administrative Operations, ensuring work supports the strategic and operational goals of the school.

Requirements

• Associate's Degree in an applicable field and two (2) or more years of directly related experience. Additional directly related experience may be substituted for the degree.
• Experience in higher education (preferred).

Skills

• Ability to work with minimum supervision and independently but also as part of a team.
• Excellent communication, organizational, and interpersonal skills.
• Ability to compose correspondence and reports.
• Strong problem-solving skills involving multiple variables in complex situations.
• Skills necessary to deliver exemplary customer service.
• Demonstrated proficiency in MS Office (Word, Excel, Access, Outlook).
• Ability to prioritize work and handle several tasks simultaneously.
• Ability to perform basic financial functions.
• Ability to work in a fast-paced environment.
• Strong attention to detail.

Pay

Expected hiring range: $20.00 – $23.00 per hour. The selected candidate’s salary will be determined based on factors that include the available budget, internal equity, and the final candidate’s qualifications, experience, education, and other job-related credentials.

Schedule

Business hours: Monday – Friday. No travel or driving required.

Benefits

Rensselaer offers a comprehensive and affordable benefits package, including:

• Generous paid time off program.
• Tuition remission.
• Opportunities for career growth.
• Comprehensive health and welfare program, including retiree medical and prescription plans.