Who we are

Founded in 1824, Rensselaer Polytechnic Institute (RPI) is the first technological research university in the United States. We bring creativity, science, and technology together to address society's greatest challenges. We cultivate exceptional problem-solvers by immersing them in a culture of rigorous inquiry, disciplined practice, and hands-on application. Our strategic plan, RPI Forward, charts a pioneering course for the next era of RPI. Explore the RPI Forward plan. ↗︎

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 Operations Specialist is responsible for establishing and maintaining an efficient inventory control process that tracks both incoming and outgoing marketing materials and publications. The Operations Specialist works closely with Enrollment staff to support all large mailing efforts.

Minimum Qualifications

• High School/Equivalent
• 3 or more years of relevant work experience in operations, administrative support, or related functions.

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

Minimum Knowledge, Skills, and Abilities

• Excellent customer service and communication skills
• Demonstrate proficiency with Microsoft Office
• Ability to compose routine correspondence and reports
• Requires good problem-solving skills involving multiple variables in standard situations
• Requires excellent interpersonal, communication and organizational skills
• Ability and knowledge of field specific operational/ administrative functions
• Strong attention to detail
• Requires excellent telephone skills
• Requires knowledge of alpha/numeric filing systems
  
  

Job Duties

1. Create and maintain an inventory system for marketing materials, stationery, and office supplies which includes ordering and invoice processing through OSCAR and Banner. Maintain and update the inventory tracking database on a regular basis and produce reports as needed. Respond to and fulfill requests for material from internal and external constituencies.
2. Coordinate/assist with large-scale office mailings including tracking overall postage costs and delivery-related issues. Assist in soliciting updates and edits to existing communications from internal and external constituencies, and handle securing department-specific stationary for our annual yield initiatives, including working directly with the Deans and the Office of the President.
3. Accept and route delivered materials/publications to the appropriate location. Notify all stakeholders when delivery of materials occurs. Work with campus partners to utilize existing material storage space, remove and recycle old materials on a monthly basis or as needed. 
4. Coordinate all aspects of direct-mail initiatives with external vendors, including, but not limited to, solicitation of bids, submission of financial forms, materials transfer/delivery, and data file transfer to complete every phase of each project. Handle communication with vendors, including review of submitted proposals, added communication for price negotiations, and the presentation to VP for Enrollment, Director of UG Admissions, and Senior Business Administrator. Identify opportunities to improve current processes.
5. Review and process for payment all Admissions Office UPS invoices in a timely manner. Handle the ordering of UPS shipping supplies, and also monitor the account changes to ensure they are allocated correctly between UG and G charges.
6. Serve as coordinator for college fair planning, which includes program registration, maintenance of program evaluations, and securing regional alumni volunteers to cover college fairs. Work with the admissions team in the support and execution of on- and off-campus events, including coordinating/mailing all publication and material needs for events, staffed by alumni and admissions counselors. Work with the office of Alumni Relations in the identification of volunteers to staff college fairs and attend off- campus events, and assist in planning and programming for all events that can be leveraged to train, engage or utilize alumni representatives. 
7. Provide telephone and front desk coverage as scheduled; answering questions, routing calls, handling parent, counselor, and student questions, etc. and resolve within 24 hours. Manage the main office voicemail line, including routing messages and updating the message as needed. Prepare the office bi-weekly phone schedule for staff to cover the main phone line.
8. Assist in the entry of information into Slate to ensure accurate and up to date information on applicants, high school counselors, programs, alumni involvement, etc.

Shift

Business Hours with weekends or evenings occasionally required

Starting Salary/Rate

Expected hiring range:  $19.00 - $21.40

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.

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).