Senior Staff Assistant-CAD Film and Animation

Rochester Institute of Technology

Rochester, NY 14651

Posted 1 month ago

Job Description


**Position Title:**

Senior Staff Assistant-CAD Film and Animation


CAD Film and Animation

**Job Responsibilities:**

Position Summary:

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 senior staff assistant is a direct report to the SOFA School Director. Once a three-month training period is completed, this position allows for the opportunity, with supervisor approval, to work four days on campus and one day remotely.


Administrative Support:

+ 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.

Budget Support:

+ Monthly reconciliation of all SOFA accounts: running CAROL 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.

Student Support:

+ 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, Imagine Festival, 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.

**FLSA Category:**


**Requisition Number:**



College of Art and Design

**Required Application Documents:**

Cover Letter, Curriculum Vitae or Resume, List of References

**Employment Category:**


**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, and you wish to discuss potential accommodations related to your application for employment at RIT, please contact the Human Resources office at 585-475-2424 or email your request to

**Required Minimum Education Level:**

Associates or Equivalent Experience

**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.

Please note-references provided should be two professional references that includes their name, company, title, email address and how you know them.

**Wage Band ( :**


**Required Qualifications:**

+ Associate’s 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

+ Ability to:

+ 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/CAROL)

+ 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

**Department/College Description:**


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, .


RIT's College of Art and Design is the university's creative hub where art, design, science, and technology intersect. The College’s 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, .

**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 (\_at\_a\_Glance.pdf) 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).

**Work Location:**

Henrietta Campus — 100%

**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

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