Administrative Coordinator

Role summary

Administrative Coordinator is a role at Rensselaer Polytechnic Institute in Troy, New York, United States (on-site). Posted 2026-08-08. Experience level: 2-5.

Job title

Administrative Coordinator

Company

Rensselaer Polytechnic Institute

Location

Troy, New York, United States

Work arrangement

on-site

Category

Administrative

Experience level

2-5

Date posted

2026-08-08

Job description

Job Summary:

The Administrative Coordinator supports the strategic and operational effectiveness of the School of Humanities, Arts, and Social Sciences (HASS) by working closely with the Manager of Administrative Operations and Department Heads. This position provides administrative coordination across HASS departments, ensuring the smooth delivery of department-level operations, initiatives, and priorities.

Reporting directly to the Manager of Administrative Operations, the Administrative Coordinator plays an integral role in executing the Manager’s direction and priorities at the school- and department-level. While supporting Department Heads in their academic and administrative responsibilities, the Coordinator's work is guided by school-wide goals and coordinated through the Manager.

This position focuses on the efficient functioning of departments as organizational units. The Coordinator’s responsibilities prioritize administrative planning, process improvement, and coordination of academic and research-related activities.

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 society's greatest challenges. We 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 to five schools, 32 research centers, three makerspaces, an observatory, one of the world’s 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.

Minimum Qualifications:

Associate's Degree in applicable field and two (2) or more years of directly related experience. Additional directly related experience may be substituted for the degree.

Preferred Qualifications:

Experience in higher education

Minimum Knowledge, Skills, and Abilities:

Ability to work with minimum supervision and independently but also as part of a team

Excellent communication, organizational, and interpersonal skills

Ability to compose correspondence and reports

Requires good problem solving skills involving multiple variables in complex situations

Must possess the skills necessary to deliver exemplary customer service

Demonstrated proficiency in MS Office (word, excel, access, Outlook)

Ability to prioritize work and to handle several tasks simultaneously

Ability to perform basic financial functions

Ability to work in fast paced environment

Strong attention to detail

Representative Job Duties:

Department Operations Oversight: Coordinate and monitor the daily operational functions of assigned departments, implementing school-wide administrative standards and ensuring alignment with HASS priorities. Establish and maintain standardized procedures, office systems, and confidential records in accordance with Institute policies.

Department-Level Event and Program Coordination: Plan and manage recurring departmental events and initiatives, such as colloquia, exhibitions, symposia, and guest lectures, in alignment with HASS strategic goals. Coordinate event logistics and vendor arrangements, partner with the Business Office on budgeting and financial tracking, and work with the Operations Team to publicize and document events across school and Institute channels.

Academic Hiring and Search Coordination: Manage the administrative process for faculty and academic staff searches at the department level, in coordination with search committees and the Manager of Administrative Operations. Ensure compliance with Institute and legal requirements, track candidate data, and oversee travel and visit logistics.

Facilities and Space Administration: Support school-wide space allocation and facilities management by maintaining departmental space records, participating in the HASS Annual Space Survey, coordinating building inspections, and addressing safety requirements in collaboration with the Manager of Administrative Operations.

Calendar and Scheduling Coordination: Oversee the scheduling of key department-level activities, meetings, and recurring events to ensure alignment with school priorities. Maintain master departmental calendars to coordinate with HASS-wide scheduling needs.

Procurement and Transaction Processing: Initiate and process department-level purchases, reimbursements, and honorariums in compliance with Institute policies. Complete purchase orders and related transactions using OSCAR, process travel and expense reports in CONCUR, and ensure all documentation is accurate and submitted within required timelines.

Academic Administration & Compliance: Coordinate department-level responsibilities related to academic processes, including promotion and tenure, faculty workload reporting, and policy compliance, ensuring deadlines are met and records are accurately maintained.

Cross-Departmental Collaboration and Special Projects: Collaborate with other Administrative Coordinators to share resources, provide backup coverage, and maintain operational consistency across HASS departments. Contribute to school-wide projects, initiatives, and time-sensitive priorities as directed by the Manager of Administrative Operations, ensuring work supports the strategic and operational goals of the school.

Shift:

Business Hours: Monday - Friday

Travel:

No travel

Driving:

No Driving