Career Center

Senior Staff Assistant
7432BR
Golisano Institute for Sustainability
CIMS Administration & Support

Detailed Job Description
This position will provide administrative support to all CIMS employees. Coordinate all travel, disseminate miscellaneous CIMS staff information to as needed, provide backup to other admins during absences, and coordinate special events as needed.

Inspect, execute, and manage all purchase orders for equipment/supplies required for all CIMS projects. Maintain accurate records of purchases, maintain CIMS Operational Portal (CIMS purchasing system) to keep detailed purchasing records, and reconcile procard statements monthly as required by RIT Accounting.

Prepare hiring paperwork for full-time, part-time, co-op and student employment and conducts orientation to all CIMS hires. In addition, maintain timecard records in online payroll system; keep personnel files, address any concerns or problems the student may have.

Responsibilities:

• Controls and coordinates purchasing for equipment/supplies required for all CIMS projects and grants, maintains accurate records for those purchases. Maintains detailed purchasing records.
• Coordinate all travel for all CIMS staff, Register teams and/or individuals for conferences, prepares itineraries and assists with any special needs. i.e. securing demo booths, etc.
• Provides assistance to all CIMS staff as needed: letters, shipments, purchasing reports, reimbursements, product returns/da
• Proposal assistance to contracts Proposal Administrator. Maintains proposal network files and record of proposal status.
• Familiarity with Kenexa Brass Ring or similar applicant tracking system for creation of job postings. Supports interviews for teams for candidates.
• Supports Human Resources/Student Employment Office for all CIMS personnel and conducts orientation for all. Participates in exit interviews for those leaving. Maintains personnel files.
• Reviews student/co-op/ hourly staff timecards for accuracy.
• Assists and notifies CIMS Finance team with various matters with regard to purchases, student information, project reporting, and accounting.
• Supports the Printing Applications Lab operation with billing, month end reconciliation, and media shipment issues from domestic and international suppliers, for the HP Indigo Media Certification Program.

Department/College Description
The Golisano Institute for Sustainability (GIS) is a leading sustainability research and education organization at Rochester Institute of Technology. GIS is made up of a diverse set of academic programs and applied research centers focused on the optimization of industrial systems to maximize material and energy efficiency while minimizing adverse environmental impacts. We work with partners in all areas of industry, government, and business to put technology and innovation to work for a sustainable future. The diverse perspectives we bring to a project or problem reflect our broad expertise across industries and the many partnerships weve formed with forward-thinking corporations, government agencies, and research organizations over the last 30 years.

Our six industry-facing applied research centers focus on sustainable manufacturing, energy, transportation, and buildings. They work to develop advanced technologies, sustainable industrial processes and practices, and data-informed policy recommendations. Each year, about 100+ companies, governments, and other organizations engage GISs research centers on a variety of projects to solve technical problems, innovate products or processes, research manufacturing technologies, reduce their environmental footprint, or commercialize a new technology. Research center projects are led by full-time professional staff with significant industry experience and access to nearly 90,000 square feet of infrastructure including state- of-the-art labs and testbeds.



Minimum Qualifications
Education/Experience:

• Associate's degree or equivalent experience.
• A minimum of 3-5 years of relevant work experience, preferably office management or administrative experience, and preferably in an academic or academic related environment, with strong customer service orientation.

Skills required for this job:

• Ability to multi-task and prioritize on a daily basis
• Excellent customer service skills and thorough follow up
• Familiarity with web searches, research, and online ordering
• Verbal and written communication skills
• Easy going personality, able to deal with multiple team members and constant interruptions. Ability to be comfortable with dealing with all levels of staff, with multiple personalities, and able to multi task and prioritize on a daily basis.
• Ability to self-direct in order to accomplish tasks to meet deadlines
• Ability to offer suggestions for improvements where necessary
• Organization skills to maintain complete files/records
• High level of accuracy to maintain records and thoroughness in order to maintain accurate accounting and timekeeping records, and in order to meet RITs compliance for audit and personnel records purposes, especially with regard to time-keeping and purchasing/accounting, and to insure accuracy of project reporting.
• A team player
• Ability to administer student records and comfortable dealing with students/co-ops if there are issues.

Professional Area:
Employment Category: Fulltime
Staff Job Function: Wage Band: 114H

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.

The direct link to this posting can be found here: https://sjobs.brassring.com/

Additional Details


Rochester Institute of Technology, the 10th largest private university in the U.S., is among the worlds leading technological universities. Its 18,000 undergraduate and graduate students from all 50 states and more than 100 countries are enrolled in over 200 academic programs, including 7 interdisciplinary Ph.D. programs. A pioneer in experiential education, RIT was the first to offer undergraduate degree programs in biotechnology, information technology, software engineering, and microelectronic engineering. As home to the National Technical Institute for the Deaf, the university offers unparalleled academic opportunities and services for the deaf and hard-of-hearing. Founded in 1829, RIT has 115,000 alumni throughout the United States and around the world. RIT has been named by the Chronicle of Higher Education as one of the 'Great Colleges to Work For.' RIT is a National Science Foundation ADVANCE Institutional Transformation site, and is responsive to the needs of dual-career couples through the Upstate NY Higher Education Recruitment Consortium. For more information, visit www.rit.edu/overview/rankings-and-recognition and www.rit.edu.

As a member of the RIT community employees receive a well-balanced benefits package that offers a variety of choices and access to additional employment advantages. These benefits, combined with an employees pay, provide a total compensation package that can be tailored to meet your needs. More on RITs Benefits, Health & Wellness program can be found at: https://www.rit.edu/fa/humanresources/content/benefits-health-and-wellness

RIT does not discriminate. RIT is an equal opportunity employer that promotes and values diversity, pluralism, and inclusion. For more information or inquiries, please visit RIT/TitleIX or the U.S. Department of Education at ED.Gov







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