Assistant To The Project Manager Jobs in Rochester, NY

Essential Duties and Responsibilities

• Direct the day-to-day operations of the Office of the President, ensuring efficient workflow, execution discipline, and alignment with institutional priorities.

• Manage and prioritize the President's complex calendar, including meetings, events, travel, and strategic engagements.

• Anticipate scheduling conflicts and make judgment-based decisions on meeting priorities, stakeholder access, and adjustments to plans.

• Arranges and coordinate travel plans, including booking flights, accommodations, and transportation.

• Manage logistics and prepare materials for high-level meetings, including preparing agendas, coordinating with participants, and ensuring all necessary materials are available.

• Provides administrative and logistical support for internal/external/national boards, committees and/or councils which the President participates in.

• Performs budget-related analysis, approves and processes expenses, reconciles purchases, and presents financial information to the President to assist with ongoing management and decision making regarding the President's Office finances and operations.

• Maintain organized files, tracking systems, and follow-up processes to ensure timely execution of key initiatives and communications.

• Interprets and advises the President on university policies and procedures.

• Anticipate emerging issues, identify risks and opportunities, and proactively develop solutions with minimal direction.

• Exercise independent judgment in prioritizing competing demands and advising the President on the optimal allocation of time, attention, and resources.

• Draft and review high-level briefing materials, talking points, presentations, reports, and analyses that inform presidential actions, communications, and institutional priorities.

• Serve as a primary point of contact and representative of the President, engaging internal and external stakeholders with authority, professionalism, and discretion.

• Screen, prioritize, and respond to communications, often acting decisively on behalf of the President.

• Draft and coordinate high-level correspondence with senior leadership, deans, faculty, staff, students, trustees, donors, community partners, and other external stakeholders.

• Prepare and advise the President in participation regarding university events, donor meetings, community engagements, external speaking opportunities, and public appearances.

• Maintain strict confidentiality and handle sensitive institutional information with the highest level of discretion.

• Coordinate complex projects, events, and institutional initiatives that span multiple divisions and stakeholders.

• Track action items, align stakeholders, and ensure timely follow-up across leadership teams.

• Address complex inquiries or concerns escalated to the President, independently resolving or triaging issues as appropriate.

• Assist with research and prepare detailed reports to support executive decision-making processes.

• Plans and executes senior leader college/division wide events, meetings, retreats, and staff meetings.

• Provide overall management and coordination of events at Liberty Hill

• Performs other duties as assigned

Knowledge, Skills, and Abilities

• Knowledge of office management, administrative procedures and policies, and university operations to ensure effective workflow and coordination

• Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records.

• Knowledge of financial systems and budget tracking processes for maintaining expense reports and processing invoices.

• Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders with complex calendars.

• Skill in drafting and preparing professional documents, presentations, and communications.

• Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment while maintaining attention to detail.

• Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy standards.

• Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standards.

Minimum Education and Experience

• Bachelor's degree in related field

• 7 years of related experience

• Equivalent combination of experience and education may be considered

Job Level Overview
Operations, Administrative, Service, or Technical Support Level 4 - Advanced or lead role with deep subject matter expertise and/or functions as a formal or informal team lead. Leads challenging and non-routine tasks, assignments, and projects, often coordinating across teams and developing new methods or techniques. Mentors less experienced staff and reviews or delegates work.

Make an Impact at the Highest Level of the University!

This is more than an executive support role - it is an opportunity to serve as a trusted partner to the President and help advance the university's strategic priorities. We are seeking a highly organized, proactive professional who thrives in a fast-paced environment, anticipates challenges, exercises sound judgment, and manages complex initiatives with discretion and confidence. The successful candidate will play a key role in ensuring the effectiveness of the President's Office while engaging with campus and external stakeholders on matters of institutional importance.

FLSA Category

Work Location

Compensation

Application Materials

When you are ready to complete an application for this position please be prepared to submit the below requested information. This will be required to ensure your application is processed in a timely manner.

Candidates must be eligible to work in the United States.

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. 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 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 tocareers@rit.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.