Senior Staff Assistant-CAD Film and Animation 6284BR College of Art and Design CAD Film and Animation
Detailed Job Description Please note: The start date for this position will be March 1, 2022. The job posting will remain open only until a suitable candidate is found. The College of Art and Design at Rochester Institute of Technology welcomes qualified individuals to apply for a full-time Senior Staff Assistant position in the School of Film and Animation. The ideal candidate will be one-of-two senior staff assistants to provide daily administrative support to the School Director, three Undergraduate Program Directors, one Graduate Director, 21 additional full-time faculty, and 5-10 adjunct faculty. This position is responsible for direct supervision of up to eight student employees, support to 375+ student majors, as well as budget oversight and the day-to-day operations of the main school office. The ideal candidate will be required to work occasional evening and weekend activities. The senior staff assistant is a direct report to the SOFA School Director.
Senior Staff Assistant Responsibilities:
Working with the school and program directors; attend weekly meetings and initiate email correspondence.
Confidential handling of sensitive information.
Managing the SOFA Administrative Office: hiring, training and supervising eight student office assistants to assist with SOFA tours; answering questions about the school. Assisting with Open Houses and other recruiting and promotional events on campus; maintaining the main school office: equipment, supply cabinet; and submitting facility requests for any needed cleaning, painting, phone and facilities' needs for all SOFA faculty and the main office.
Taking, reviewing, editing, and distributing meeting minutes of SOFA faculty meetings, Town Hall Meetings and retreats
Clerical: Scheduling meetings and visits; filing; communications; maintaining file of SOFA course outlines and syllabi, as well as Schedule of Courses.
Maintain Honors Show Archive
Providing assistance as requests are received from CAD Student Services, CAD Marketing and Communications, CAD Dean's Office, RIT Admissions, other RIT departments, and alumni.
Gathering marketing materials from CAD Marketing for distributing to interested students while visiting campus or by mail, and to SOFA faculty when traveling to recruiting events.
Arranging visits for families: meeting with a program director or faculty member, tour of SOFA/MAGIC, referrals for hotels, Admissions, Residential Life, other degree programs at RIT; and following-up with a visit questionnaire.
Event Management: reserving rooms for: visiting families, SOFA faculty meetings, Town Hall meetings, SOFA Commencement reception, student FVASA Screening Committee (3-5 days) screenings, and search committees and final candidates' interviews. Arranging for Catering and room setup, as needed, as well as email notifications.
Arranging travel for SOFA school director and faculty search final candidates: hotel, flights, and escorting them to and from their various meetings.
Assisting new full-time faculty with onboarding.
Providing Kronos support, additional training, and sign-off back-up.
Assisting with Travel Policies and Procedures.
Compiling orientation folders for incoming MFA students for graduate director.
Monthly reconciliation of all SOFA accounts: running Oracle reports; reconciling expenses with supporting documentation (purchasing card, The HUB, Catering, travel, FEAD, PLIG, ILI, ADVANCE Connect, ACCESS grants, invoice payments, relocations, and reimbursements).
Class Trips: assisting faculty with advance purchases, air and lodging arrangements, emails to students. Upon return, processing travel expense report.
Faculty development travel and National Portfolio Days travel: assisting faculty with forms before traveling and with processing Travel Expense Reports in Oracle upon return. Maintaining file of all faculty travel and tracking professional development funding balances.
FVASA (Film Video Animation Student Association): purchasing film supplies and subsequent film processing costs; assisting with emails to faculty and students; reconciling committee lunch expense via the SOFA food card; process student hours in Kronos for committee members who work the film screenings.
Submitting business expense reimbursements, and payment requests for overloads and special assignments on behalf of faculty, and guest speakers' honorariums.
Ordering supplies through approved RIT vendors.
Making deposits at the Office of Student Financial Services.
Final search candidates: generating reimbursements after campus visits, processing hotel payments, and reconciling expenses.
Responding to student needs and questions via email, phone, or in-person.
Assisting students interested in transferring to SOFA from other programs.
2nd-Year Review: Analyzing data on all 2nd-year SOFA students-scheduling advising meetings as needed.
Assisting academic advisor with Freshmen Enrollment
Issuing adjunct faculty contracts and hire paperwork. Onboarding all new adjunct and full-time faculty.
Faculty and staff searches: assisting with job postings, scheduling phone and final interviews, and search committee meetings. Creating and distributing finalists' itineraries, as well as evaluation questionnaires of the candidates.
Processing hire paperwork for SOFA student employees: undergraduate teaching assistants and graduate assistants (60-80 each semester), graduate teaching assistants, and additional tour guides for campus recruiting events (Open Houses, ImagineRIT, College and Careers, National Portfolio Day, Transfer Days, Brick City Festival, and Orientation). Assisting students with timekeeping, signing-off on certain students and as back-up on behalf of faculty, as requested.
Department/College Description THE DEPARTMENT: The internationally recognized School of Film and Animation (SOFA) offers BFA and MFA degrees in film production with emphasis in either Animation or Live-Action, as well as a BS degree in Motion Picture Science. SOFA provides a creative community where students have the opportunity to discover their unique talents and expressive potential, while at the same time developing the skills needed to fulfill any creative or technical role in the film and animation industry. SOFA enrollment is 350+ undergraduate and 50 graduate students. https://www.rit.edu/artdesign/school-film-and-animation.
THE COLLEGE: RIT's College of Art and Design is the university's creative hub where art, design, science, and technology intersect. The Colleges four schools offer programs in Art, Design, Crafts, Film and Animation, Photography and Photographic Sciences. The range of innovative programs offers students a panoramic perspective from creating fine art using centuries-old methods to pushing the boundaries of digital creativity. The College of Art and Design has an enrollment of more than 1,700 undergraduate students and 300 graduate students, https://rit.edu/artdesign.
Required Minimum Qualifications
Associates degree or equivalent experience
2 years of administrative support work experience
Exceptional English-language communication skills: reading, writing, and verbal (in person and over the telephone)
Excellent organizational and customer service skills, strong attention to detail, and comfortable working in a team environment.
Complete tasks efficiently and on-time while handling frequent interruptions
Remain calm in stressful situations
Successfully work independently, as part of a team, and in a fast-paced environment
Adhere to an established work schedule, take instruction, and efficiently delegate tasks to student employees
Experience handling confidential information and complying with protocols and policies
Adapts quickly to new technology and equipment
Advanced knowledge of Microsoft Outlook, Word, Excel and Google Suite
Experience scheduling virtual webinars and meetings
Preferred experience or specialized skills:
Administrative work experience in a higher education environment
3-5 years of administrative work experience
Proficient working with software related to:
Employee time card management (Kronos)
Financial reporting (Oracle)
Travel and business expense reimbursements (Oracle)
Room reservations and event management (EMS)
Student record management (SIS)
Zoom webinar experience
Budget and purchasing card reconciliation experience
Proficient in American Sign Language (ASL) or willingness to learn
Proficient in Microsoft PowerPoint
Professional Area: Employment Category: Fulltime Staff Job Function:Wage Band:
Required Application Documents
How to Apply In order to be considered for this position, you must apply for it at: http://careers.rit.edu/staff. Click the link to search job openings and enter the title of the position in the keyword search field.
Upload the following documents as attachments to your application:
Your updated resume
A cover letter addressing the positions qualifications
A list of two professional references that includes their name, company, title, email address and how you know them. Do not include letters of recommendation.
Rochester Institute of Technology, the 10th largest private university in the U.S., is among the worlds leading technological universities. Its 18,000 undergraduate and graduate students from all 50 states and more than 100 countries are enrolled in over 200 academic programs, including 7 interdisciplinary Ph.D. programs. A pioneer in experiential education, RIT was the first to offer undergraduate degree programs in biotechnology, information technology, software engineering, and microelectronic engineering. As home to the National Technical Institute for the Deaf, the university offers unparalleled academic opportunities and services for the deaf and hard-of-hearing. Founded in 1829, RIT has 115,000 alumni throughout the United States and around the world. RIT has been named by the Chronicle of Higher Education as one of the
Founded in 1829, 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. Beyond our main campus in Rochester, New York, RIT has international campuses in China, Croatia, Dubai, and Kosovo. And with more than 19,000 students and more than 125,000 graduates from all 50 states and over 100 nations, RIT is driving progress in industries and communities around the world. Find out more at www.rit.edu .