Administrative Coordinator

Nestled on a beautiful 275-acre campus in upstate 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.

With top notch employee health and retirement benefits, Rensselaer offers its full-time employees a generous paid time off program, tuition remission, and opportunities for career growth.

Job Summary

The Administrative Coordinator assists the Assistant Vice President of Regional Development and provides administrative and operational support to all Regional Development Directors. This includes managing scheduling, budgeting, correspondence, travel arrangements, expenses, event planning, reporting and database maintenance. The Administrative Coordinator will also serve as a primary point of contact for both internal and external constituencies, ensuring smooth communication and coordination across the advancement enterprise.

Minimum Qualifications

• Highschool Diploma / equivalent
• Five (5) or more years related experience

Relevant combinations of education, training and experience may be considered.

Preferred Qualifications

• Associates Degree in relevant field

Minimum Knowledge, Skills, and Abilities

• Proficient with MS Office Suite or similar word processing, spreadsheet, presentation development program, email and database applications
• Ability to work with sensitive information in a confidential and diplomatic manner
• Ability to prioritize, plan, and organize
• Ability to work independently without constant supervision
• Ability to adapt to change quickly
• Excellent verbal and written communication skills
• Ability to interact with others in a professional and effective manner
• Ability to manage multiple projects at the same time
• Ability to anticipate and solve problems
• Ability to work independently and as part of a team
• Ability to work with a wide range of diverse internal and external constituencies

Representative Job Duties

• Assist and support the Assistant Vice President in the daily operation of the department. Monitor activities and projects to facilitate accomplishment of objectives and follow up on action items. Establish standard operating and office procedures and systems. Plan and maintain schedule of appointments and meetings. Ensures AVP and Directors are prepared with essential information and background for each meeting and/or trip.
• Arrange logistics for campus/site visits, events and donor recognition including securing a location, preparing and mailing agendas/invitations and other correspondence as required. Coordinate with catering services and audio/visual services as necessary.
• Prepare and organize briefing materials for prospect meetings and obtain Advancement communications material as required. File documents and maintain filing system to assure immediate availability of materials; following standard procedure.
• Make travel arrangements and assist in preparing for trips; detailed itineraries, trip reports, and expense reports.
• Monitor operating and program budget creates monthly reports and provides quarterly forecasts to Sr. Business Administrator. Code and reconcile all charges to the procurement card for the planned gift office and notifies Director of variances or other issues.
• Maintain prospect, donor and gift records on donor data base, including data input and report generation.
• Other duties as assigned

Shift

Business Hours: Monday - Friday

Travel

Local travel between campus locations only

Driving

Incidental driving possible, but not required

Starting Salary/Rate

Expected hiring range: $20.00 - $22.75 / hr + full benefits (https://hr.rpi.edu/benefits)

Pay transparency disclosure: 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. This hiring range is provided as Rensselaer’s good faith estimate of the expected hiring range at the time of posting.

Application instructions

Follow the on-screen prompts to create a brief online profile. Please be ready to upload your resume and cover letter.

If you need assistance with the online application process, please contact careers@rpi.edu.

Job Posted Date

Applications will be accepted until the position is filled.

Total Compensation and Benefits Information

Rensselaer’s Total Compensation Program is designed to provide stable pay growth, a comprehensive and affordable benefits package, and a comprehensive and affordable retiree medical and prescription plan. Our goal is to provide you and your family with a comprehensive health and welfare program as an umbrella of financial security and protection during your employment. For more information, please visit Benefits | Human Resources (rpi.edu).