Records Coordinator Jobs in Rochester, NY (NOW HIRING)

Position Highlights

The Disability Services Office (DSO) at Rochester Institute of Technology is committed to ensuring equal access and fostering an inclusive learning environment for students with disabilities. The Disability Services Support Coordinator plays a vital role in supporting the daily operations of the Disability Services Office and Testing Center, serving as a key resource for students, faculty, staff, and community partners. This position provides high-level administrative, budgetary, and customer service support while helping to facilitate accommodations and accessibility services that contribute to student success.

Key responsibilities include:

• Manage the shared DSO and Testing Center email inboxes and phone lines, ensuring timely and professional responses while maintaining accurate case notes and records of interactions.
• Coordinate calendars and scheduling for the Director and Associate Director.
• Respond to and resolve complex customer service inquiries escalated from student employees.
• Support outreach initiatives and communication efforts for prospective and current students seeking accommodation services.
• Coordinate departmental events, workshops, and outreach activities, including representing DSO at campus tabling and engagement events.
• Oversee office operations, including purchasing and inventory management of supplies, while providing administrative support to the Disability Services team.
• Assist with financial and budget management by recording and reconciling departmental expenditures, grants, and funding sources through Oracle and related systems. Prepare budget reports, support budget planning activities, and assist with the Reader's Aid reimbursement process.
• Support the student accommodation process by collecting and reviewing applications and supporting documentation, assisting Access Coordinators with student registration and documentation attainment, and exercising independent judgment consistent with DSO policies and philosophy.
• Maintain comprehensive and confidential records related to student, faculty, and staff interactions, accommodation determinations, and service delivery in accordance with FERPA, university policies, and departmental procedures.

Disability Services at RIT

RIT's Disability Services Office partners with students, faculty, and staff to provide equal access to educational opportunities and campus programs for individuals with disabilities. Through accommodations, advocacy, consultation, and support services, the office helps create an inclusive and accessible learning environment where all students can thrive. The team is dedicated to supporting student success, promoting self-advocacy, and advancing accessibility across the university community.

Essential Duties & Responsibilities

• Ensures the smooth operation of day-to-day office tasks by coordinating with other departments and assisting with various administrative functions as needed
• Handles front desk activities by greeting visitors, answering phones, and providing customer support. Serves as the 1st point of contact for assigned area
• Coordinates and manages calendars, scheduling appointments, interviews, travel, and events. Assisting with or coordinating the preparation/ turnover of meeting space or work/ desk space
• Prepares and distributes communications, including emails, memos, and reports, to various internal and external stakeholders
• Handles documents, files, and records, ensuring proper filing systems. Secures sensitive and confidential records. Collects data, maintains database records, and assists with data analysis as needed
• Manages office supplies, track inventory, and coordinate purchasing to maintain adequate resources for office operations
• Assists with HR-related functions, including employee hiring, onboarding, and payroll processing, ensuring adherence to institutional policies
• Processes expense reports, recording and receipting payments, creating invoices, and monitoring budgets. Provides purchasing support and p-card processes. Supports budget tracking, assisting with financial record-keeping and ensuring compliance with departmental budget guidelines
• Coordinates and assist with event planning and logistical support for meetings, conferences, and other departmental activities
• Assists in the preparation and organization of documents, presentations, and reports, ensuring they are accurate and timely
• Other duties as assigned

Knowledge, Skills, & Abilities

• Knowledge of administrative processes, including supply ordering, inventory tracking, and facilities management
• Knowledge of human resources practices, including onboarding, payroll processing, and employee records management
• Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders
• Skill in handling and processing invoices, purchase orders, and expense reports with attention to detail and accuracy
• Ability to communicate clearly and professionally with internal and external stakeholders, addressing inquiries and providing assistance
• Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy standards

Minimum Education & Experience

• Associate's degree in related field
• 3 years of relevant experience
• Equivalent combination of experience and education may be considered

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 2 - An intermediate level role with working foundational knowledge and skills to perform routine and occasionally non-routine tasks. Tasks may require interpretation or deviation from standard procedures. May provide assistance to entry level staff.

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.