Senior Staff Assistant

Rochester Institute of Technology (RIT)

Job Responsibilities

Senior Staff Assistant, Kate Gleason College of Engineering, Office of Graduate Studies.

Responsible for academic priorities of the KGCOE office of graduate studies and supporting KGCOE doctoral programs. Academic responsibilities include support of program director(s) and assistant dean, faculty, and students to ensure that all academic objectives are met with a high level of quality and student focus. This employee will report directly to the assistant dean of graduate studies.

Diversity and inclusion is important to this role, the employee will be working with a diverse population of doctoral students, faculty and staff.

Responsibilities Include

Doctoral Programs Administrative Support

  • Support program director(s), assistant and associate dean, and doctoral students in KGCOE doctoral programs
    • Update student programs of study with course enrollment and milestones
    • Assist students with enrollment and full time equivalency
    • Communicate with students and provide excellent customer service
    • Assist incoming students with onboarding: housing options, orientation, stipends, health insurance, etc.
  • Dissertation defense scheduling and announcements
    • Assist doctoral students with the process for defending dissertation
    • Announce dissertation defense electronically to the RIT campus
    • Provide dissertation examination reporting documents to the chair of the dissertation defense and faculty advisor
    • Provide report of examination outcomes to the program director
    • Update student records with results of the dissertation defense
  • Prepare Degree Audits and Graduation Certification Documents
  • Monitor students’ progress in meeting degree requirements
  • Notify students of completion of degree requirements as they proceed through the degree
    • Document student completion of all degree requirements
    • Prepare certification forms for review and approval by the program director(s)
  • Graduate applications processing, communicate with prospective students, status reports
    • Monitor graduate application software for applicants to KGCOE doctoral program(s)
    • Assist program director(s) with admission process
    • Track doctoral students admitted to the program including their financial awards and offer letters
    • Communicate with program directors and faculty the status updates of students who have been offered admission to doctoral program(s)
    • Assist international students with visa processing through the graduate enrollment office and international student services
  • Graduate Finances
    • Coordinate graduate research and graduate teaching hiring and payment processing, excellent record keeping to confirm students are receiving payments each term
    • Report payments to assistant dean
    • Prepare financial awards for students on a yearly basis for approval of program director(s)
  • Event Management
    • Orientation – coordinate documents for orientation, schedule room, communicate with students
    • Graduation – coordinate information for commencement book and PhD hooding ceremony
    • Student activities – coordinate communications, room reservations, catering, and materials for student activities
  • Marketing
    • Update social media on a regular basis
    • Prepare and write brochures for doctoral program(s)
    • Coordinate website updates with KGCOE marketing department

Required Qualifications

Minimum two years in an office setting, preferably at least one year in an academic environment

Specialized Skills

Excellent written and verbal communications skills, strong skills in MS office, customer service experience, multitasking, detail orientated and excellent organizational skills.

Ability to interact with a diverse population of faculty, staff and students.

Required Minimum Education Level

Associates or Equivalent Experience

Work Location

Henrietta Campus — 100%



Wage Band


FLSA Category


Employment Category


Required Application Documents

Cover Letter, Curriculum Vitae or Resume, List of References

What do we believe at RIT?

Rochester Institute of Technology is a diverse and collaborative community of engaged, socially conscious, and intellectually curious minds. Through creativity and innovation, and an intentional blending of technology, the arts and design, we provide exceptional individuals with a wide range of academic opportunities, including a leading research program and an internationally recognized education for deaf and hard-of-hearing students. We are dedicated to building a diverse community, one where employees feel a sense of belonging, and are valued for their contributions and the perspectives they bring.

As a member of the RIT community, you’ll receive a comprehensive employee benefits package that offers multiple options and access to additional employment advantages. You can tailor your benefit elections to meet your needs (affordable medical/dental/vision benefits; paid vacation/sick time/retirement saving plan with exceptional employer match; and tuition assistance for you and your family, to name a few).

Department/College Description

Serving approximately 3500 students, the Kate Gleason College of Engineering offers 7 bachelor, 12 masters and 4 doctoral degree programs in biomedical, chemical, computer, electrical, industrial, mechanical, microelectronic and microsystems engineering. For more information visit Kate Gleason College of Engineering | RIT and Ph.D. Programs | Kate Gleason College of Engineering | RIT for more information about the Kate Gleason College of Engineering Doctoral programs.

How To Apply

In order to be considered for this position, you must apply for it at: . Click the link for search openings and in the keyword search field, enter the title of the position or the BR number.

Additional Details

The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to . Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

Commitment To Safety

COVID 19: Please familiarize yourself with the requirements of the RIT Safety Plan . Information on the responsibility for each employee can be found on the RIT Ready website . As per the RIT Employee COVID-19 Vaccination Policy , all university employees must be fully vaccinated for COVID-19 or have an approved medical/disability or religious accommodation

To apply for this job please visit