Administrative Specialist

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 societys greatest 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 tofive schools 32 research centers three makerspaces an observatory one of the worlds 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 Specialist works closely with the Department Head and Administrative Coordinator to provide administrative and operational support to faculty staff and students. The Administrative Specialist plans and organizes special events manages the Mechanical Aerospace and Nuclear Engineering (MANE) website and social media provides support for the and other special programs assists the department head with correspondence with donors and maintaining records and provides support for the graduate programs. The Administrative Specialist reports to the Department Head and is expected to work independently and as part of a team.

Minimum Qualifications

• High school diploma or GED required.
• Three years of related experience

Relevant combinations of education training and experience may be considered.

Preferred Qualifications

• Prior experience in higher education

Representative Job Duties

• Provide general administrative support for Department faculty staff and students. Welcome on-site visitors; answer and route phone inquiries to appropriate personnel; distribute daily mail. Ensure conference rooms and public areas are organized and well presented.
• Organize and facilitate meetings seminars and special events; schedule and coordinate dates and times venues attendance agendas food orders and facilities; assist visitors with travel parking and reimbursement; attend meetings and take/distribute minutes; and provide administrative support and follow-up on matters arising from meetings.
• Manage website social media and internal media for MANE. Take pictures at events and maintain repository. Prepare and update content on the MANE website. Manage LinkedIn account making posts and responding to inquiries. Update announcements on department TVs. Ensure common message communicated across platforms.
• Provide support to special programs including the Program and summer programs. Assist with Inventors Studio courses supporting special events and awards. Assist with summer programs including student registration preparing schedule managing communications reserving venues placing food orders and other logistics.
• Compose correspondence announcements and particular prepare correspondence to donors and maintain records regarding donors and donations.
• Provide support as needed to the Graduate Program Senior Student Services Administrator including: assisting with special event planning scheduling developing agendas food orders arrivals travel parking and reimbursements; provide administrative support and follow-up on matters arising from events; provide clerical support as needed data entry maintain email lists supply orders etc.
• Use confidential records management system to ensure availability of information for all parties; handle incoming issues and concerns as they arise.
• Other duties as assigned

Shift

Business Hours with weekends or evenings occasionally required

Starting Salary/Rate

Expected hiring range: $19.00

Pay transparency disclosure: The selected candidates salary will be determined based on factors that include the available budget internal equity and the final candidates qualifications experience education and other job-related credentials. This hiring range is provided as Rensselaers 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

Applications will be accepted until the position is filled.

Total Compensation and Benefits Information

Rensselaers 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 visitBenefits Human Resources ().