Job Summary:

 The Administrative Coordinator provides executive-level administrative support to the Assistant Vice President for Presidential and Board Operations. This role performs a full range of advanced administrative duties with a primary focus on Board of Trustees meeting logistics, event support, travel coordination, and scheduling. The Administrative Coordinator independently manages responsibilities to expedite matters and resolve issues, requiring the use of independent judgment and minimal supervision.

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. 

Minimum Qualifications:

• Associate’s degree in Business Administration or a related field.

• Minimum of five (5) years of professional experience, including at least two (2) years providing executive-level administrative support.

• An equivalent combination of education, training, and experience may be considered in lieu of the degree requirement.

Minimum Knowledge, Skills, and Abilities:

• Demonstrated proficiency with Microsoft office including use of embedded AI tools
• 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
• Skill in organizing resources and establishing priorities
• Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects
• Excellent verbal and written communication skills
• Ability to work with a wide range of diverse internal and external constituencies

Representative Job Duties:

• Manage executive calendars and independently schedule appointments. Ensure executives are informed of changes or cancellations. Coordinate complex travel arrangements and detailed itineraries; compile and prepare materials for travel-related meetings.

• Independently research, prioritize, and follow up on multiple incoming issues and concerns addressed to the executive, including those of a sensitive and/or confidential nature. Determine appropriate course of action, referral, and/or response. Draft and edit correspondence and other documents; proofread for grammar, spelling, and punctuation prior to distribution.

• Assist with planning and execution of Board and committee meetings, including teleconferences. Provide on-site support during meetings; prepare and distribute Board materials; support communications with Cabinet members and Portfolio Owners regarding Board-related matters.

• Coordinate logistics for Leadership Retreats and other events, including hotel accommodations, catering and menu selection, conference room arrangements, and general administrative support.

• Prepare and submit expense reports in Concur, ensuring proper coding and timely submission. Process invoices, requisitions, and purchase orders in OSCAR for office-related purchases and services. Monitor budget expenditures and release encumbrances; coordinate with the Division of Finance Budget Office as needed.

• Serve as Building Coordinator for the Troy Building. Provide information to floor representatives and ensure offices designated to the President are properly cleaned and maintained, coordinating with FIXX or Physical Plant as necessary.

• Develop and maintain an efficient, confidential records management system to ensure immediate accessibility of materials.

• Perform other duties as assigned.

Shift:

Business Hours: Monday - Friday

Travel:

Driving:

Incidental driving possible, but not required

Starting Salary/Rate:

Expected hiring range: $25.00 - $31.00

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).