Office Coordinator, Occupational Therapy office - Russell Sage College Russell Sage College - 4.1 Troy, NY Job Details Full-time $17.73 an hour 1 hour ago Benefits Opportunities for advancement Qualifications Google Workspace Customer communication Staff supervision Confidential information handling Expense management Student record keeping Staff scheduling In-person customer service Filing Team scheduling High school diploma or GED Financial records management Financial record maintenance Productivity software Documentation Handling Task assignment Program budgeting

Full Job Description Location:

Troy, NY Category:

Staff Positions Job Type:

Full-time Non-Exempt Posted On:

Wed Sep 9 2026 The Office Coordinator reports to the Program Director of the Occupational Therapy Program. The Office Coordinator coordinates the day-to-day administrative operations of the department, with primary responsibilities related to admissions and enrollment support, academic scheduling and registration processes, student and faculty administrative support, purchasing and budget tracking, department communications, events, office operations, facilities, and supervision of graduate assistants. The Office Coordinator works collaboratively with the Program Director, Department Chair, Administrative Compliance Coordinator, Academic Fieldwork Coordinator, faculty, and other College offices to support efficient department operations. Essential Functions 1. Admissions and Enrollment Support Serve as a primary department contact for prospective and admitted students and provide information regarding Occupational Therapy programs, application requirements, and enrollment processes. Support application processing for MSOT and OTD applicants, including external applicants, internal pathway students, and students applying through articulation agreements. Maintain current applicant, admission, deposit, and enrollment lists for department planning. Monitor applicant status and outstanding requirements and communicate with applicants and Admissions as needed. Coordinate with the Admissions Office regarding applicant records, admission decisions, and enrollment information. Ensure completed application materials are available for faculty review and support the administrative workflow of the Occupational Therapy Admissions Committee. Prepare and distribute admission-related correspondence and forms as directed by the Program Director. Coordinate prospective and admitted student visits, including scheduling, communications, tours, and other visit logistics. Respond to prospective student inquiries and ensure timely follow-up. Assist newly admitted students with registration processes and direct academic questions or requests for changes in program of study to the Program Director or assigned advisor. 2. Academic Scheduling and Registration Support Provide administrative support to the Program Director in developing semester course schedules. Coordinate course section information, room requests, and other scheduling details with the Registrar and appropriate College offices. Maintain current course schedules, room assignments, faculty teaching assignments, and student section information. Monitor course and lab enrollment and waitlists and communicate issues requiring academic decisions to theProgram Director. Assist students with routine registration processes and direct academic advising, progression, and program-of-study decisions to the appropriate faculty member or Program Director. Maintain and distribute current advisor assignments, student lists, course schedules, and other operational academic information. Assist with implementation of approved catalog, curriculum, and scheduling changes. 3. Student and Faculty Administrative Support Maintain administrative student records that are not otherwise maintained as accreditation, fieldwork, or compliance records. Provide administrative support for academic standing and grade review meetings, including preparation of materials and correspondence at the direction of the Program Director. Prepare and distribute routine department letters, forms, certificates, and communications. Support onboarding and orientation of new faculty, adjunct faculty, guest lecturers, and graduate assistants. Assist faculty with routine administrative and classroom needs, including copying, supplies, instructional materials, room needs, and referral for technology support. Maintain organized department resources and shared administrative files. Direct students and faculty to appropriate College offices, resources, forms, and administrative processes. 4. Department Communications Serve as a primary administrative point of contact for the Occupational Therapy Department. Manage routine telephone, email, and in-person communications and appropriately respond to or redirect inquiries. Maintain professional and timely communication with prospective students, current students, faculty, staff, visitors, and external constituents. Coordinate routine updates to Occupational Therapy webpages and other department information in collaboration with the Program Director and appropriate College offices. Maintain department displays and communications highlighting program, faculty, student, and alumni activities and accomplishments. Assist with distribution of department announcements and communications. 5. Budget, Purchasing, and Financial Administration Maintain records of department expenditures and provide budget tracking information to the Program Director. Coordinate purchasing of instructional, office, and program supplies following College procedures and approved budgets. Research purchasing options and obtain information needed for purchasing decisions. Process approved purchases and track orders through delivery and receipt. Reconcile purchasing documentation and department credit card transactions as required. Prepare and submit approved payment documentation for adjunct faculty, guest lecturers, guest patients, and other program expenses. Prepare and submit documentation for approved travel, lodging, conference registration, meals, and related expenses. Maintain organized financial and purchasing records and communicate budget or purchasing concerns to the Program Director. 6. Office Operations Coordinate the daily administrative operations of the Occupational Therapy office. Maintain an organized, professional, and welcoming office environment. Coordinate department mail, mailboxes, copying, office supplies, and distribution of materials. Manage routine clerical and administrative tasks and delegate appropriate work to graduate assistants and student employees. Maintain confidentiality of student, faculty, personnel, and department information. Coordinate secure key distribution and related department access processes. Arrange textbook desk copies and other instructional resources at faculty request. Provide administrative coverage and collaborate with the Administrative Compliance Coordinator on shared general office responsibilities as needed. 7. Graduate Assistant and Student Employee Supervision Collaborate with faculty regarding the selection, orientation, assignment, and development of graduate assistants and student employees. Develop and maintain graduate assistant and student employee work schedules. Assign and delegate administrative and program-related tasks based on department priorities. Coordinate student employee coverage for department activities and special events. Monitor completion and quality of assigned work and provide appropriate direction and feedback Review and submit graduate assistant and student employee timesheets and related documentation. 8. Department Events and Activities Coordinate administrative and logistical needs for department events, including orientations, open houses, continuing education programs, research symposiums, induction ceremonies, student activities, interprofessional education events, labs, and other department-sponsored activities. Coordinate event space, scheduling, supplies, registration, signage, announcements, certificates, and other materials. Communicate event needs to appropriate College departments, including Facilities, Public Safety, Food Services, Housekeeping, and other relevant offices. Complete required College event forms and administrative processes. Coordinate annual Occupational Therapy Month activities. Provide administrative support during events as needed. Work occasional evening or non-standard hours when required for department events. 9. Facilities and Department Resources Coordinate scheduling and administrative management of Occupational Therapy instructional and department spaces in collaboration with appropriate College offices. Monitor classrooms and department spaces for maintenance, supply, equipment, technology, and environmental needs. Submit facilities and technology work orders and monitor requests through completion. Communicate unresolved facilities, technology, or environmental concerns to appropriate College personnel and department leadership. Assist with maintaining appropriate security and organization of department classrooms and other spaces. 10. Other Responsibilities Collaborate with the Administrative Compliance Coordinator to ensure appropriate division and coverage of general administrative responsibilities. Provide administrative support to the Program Director, Department Chair, faculty, and other department personnel as needed within the scope of the position. Maintain knowledge of College policies, procedures, systems, and resources relevant to department operations. Perform other duties as assigned by the Program Director to support the Occupational Therapy Department and College. The estimated wage is $17.73 per hour for 37.5 hours per week for 52 weeks.

Job Requirements:

Required Qualifications and Skills High school diploma or equivalent Strong organizational skills with the ability to manage multiple responsibilities, priorities, and deadlines. Ability to work independently, problem-solve, take initiative, and follow tasks through completion. Strong interpersonal and customer-service skills. Effective professional verbal and written communication skills. Ability to supervise, delegate work to, and coordinate graduate assistants Ability to maintain confidentiality and exercise discretion when handling student, faculty, and department information. Proficiency with Microsoft Office, Google Workspace, and web-based administrative systems, with the ability to learn College-specific technology and databases. Ability to maintain accurate records and organized electronic and physical files. Experience or demonstrated ability in purchasing, expense tracking, scheduling, and administrative coordination. Preferred Qualifications College degree. Three or more years of experience in an administrative assistant, office coordinator, or related role. Experience in higher education or an academic environment. Experience supervising student employees or other personnel. Experience with academic scheduling, admissions processes, purchasing, and event coordination. Physical Demands and Work Environment Work is primarily performed in an office and academic environment. Position requires sitting 50-70% of the time as well as regular movement throughout and between campus buildings. Ability to occasionally lift and/or move materials weighing up to approximately 40 pounds. Occasional evening or non-standard hours may be required to support department events and activities.

Additional Information:

RSC offers a dynamic college environment and friendly work atmosphere. Visit our Employment Opportunities page for additional available job openings at RSC. Russell Sage College is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, creed, religion, ancestry, age, sex, marital status, national origin, disability, veteran status, citizenship or immigration status, sexual orientation, military status, predisposing genetic characteristics, pregnancy, gender, gender identity or expression, familial status, status as a victim of domestic violence, reproductive health decision making, criminal history, and any other legally protected characteristic protected by federal, state or local law. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws, supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Russell Sage College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity. Applications accepted until position is filled.

Reports to:

Chair of the Occupational Therapy Department