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Administrative Specialist, Office of the President

Apply now Job no: 494371
Work type: Full Time
Location: Troy, NY
Categories: Staff, Administrative Support

Who we are

Why Rensselaer? Our dynamic global community of changemakers includes some of the world’s leading researchers, students, alumni, and faculty who ask the important questions and devise the scientific and technological innovations that make the world a better place for all of humanity. Nestled on a beautiful 275-acre campus in upstate NY, Rensselaer is home to five schools, 32 research centers, three makerspaces, an observatory, one of the world’s fastest supercomputers, and an IBM Quantum System One.

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Job Summary

The Administrative Specialist serves as the primary point of contact in the Office of the President for visitors and callers and is responsible for ensuring that all parties receive prompt, professional and courteous attention when contacting the President’s Office. The Administrative Specialist may independently respond to inquiries, assist the visitor/caller on appropriate next steps, or direct to the appropriate person or department. In addition, the Specialist acts as the Building Coordinator for the Troy Building; is responsible for the maintenance and upkeep of the offices on the 3rd and 4th floors designated to the President; ensures that office supplies and equipment are inventoried and maintained; and ensures that electronic and paper records are filed and/or destroyed as appropriate. Additionally, the Administrative Specialist performs a full range of secretarial and administrative duties supporting the President’s staff. The position requires a high level of professionalism, confidentiality and customer focus that must be demonstrated and maintained.

Minimum Qualifications

  • High School Diploma / Equivalent
  • Three (3) or more years of related office and customer service experience 
  • Candidates must exhibit a high level of professionalism, be able to handle sensitive matters with tact and diplomacy and be able maintain confidentiality. All candidates must have a customer focus that must be demonstrated and maintained at all times.

Preferred Qualifications

  • Candidates meeting the minimum qualifications who also have experience on a college campus, as a student or as an employee are encouraged to apply.

Minimum Knowledge, Skills, and Abilities

  • Demonstrated proficiency in MS Office (word, excel, access, Outlook)
  • Requires ability to work independently and as part of a team
  • Requires ability to work with minimum supervision
  • Requires excellent communication, organizational, and interpersonal skills
  • Ability to compose routine correspondence and reports
  • Requires good problem solving skills involving multiple variables in standard situations
  • Must possess the skills necessary to deliver exemplary customer service
  • Demonstrated proficiency in MS Office (word, excel, access, Outlook)
  • Requires ability to prioritize work
  • Ability to perform basic financial functions
  • Ability to handle several tasks simultaneously
  • Ability to work in fast paced environment
  • Strong attention to detail


Business Hours with weekends or evenings occasionally required


Local travel between campus locations only


Incidental driving possible, but not required

Starting Salary/Rate

Expected hiring range: $20.00 - $23.00 / hr

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

Job Posted Date

Applications will be accepted until the position is filled.

Culture of Safety at Rensselaer

Rensselaer is committed to providing a safe and healthy living, learning, and working environment for its faculty, staff and students.  As such, we strongly recommend that faculty, staff and students obtain a COVID-19 vaccination and remain current with available boosters to protect themselves, as well as to protect vulnerable members of the community.

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. Rensselaer is recognized locally and nationally for the depth and breadth of its compensation and benefits program. 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 (

We welcome candidates who will bring diverse cultural, ethnic, national and international perspectives to Rensselaer’s work and campus communities.

Rensselaer Polytechnic Institute is an Affirmative Action/Equal Opportunity, Race/Gender/Veterans/Disability Employer.




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