Senior Staff Specialist en COS School of Chemistry and Materials Science

• Advise the School Head on budgetary planning and financial health; monitor accounts and awards for potential issues.
• Prepare financial reports by gathering and reviewing data for internal and external use.
• Collaborate with Sponsored Programs Accounting (SPA) for post-award grant administration.
• Prepare and submit summer salary data to the College of Science Financial Team.
• Attend monthly budget meetings with the COS Senior Financial Team to review SCMS financial statements and plan future budgets.
• Reconcile monthly financial reports and statements; initiate journal entries to correct ledger discrepancies.
• Monitor faculty and student financial statements for accuracy and compliance.

• Serve as a primary point of contact for student contracts, faculty/staff requisitions, and academic operations.
• Respond to inquiries regarding SCMS policies, procedures, and academic processes.
• Coordinate course enrollment activities with Academic Advisors, including section management, room assignments, and adjunct faculty needs.
• Participate in the SCMS Curriculum Committee; assist with curriculum documentation including Table 1A revisions and course outlines.

• Maintain accurate electronic records for all SCMS business processes.
• Oversee monthly Payroll Distribution Report reviews for student lab workers.
• Process faculty hiring paperwork and support onboarding activities.
• Collaborate with Academic Advisors to maintain student and curriculum statistics for accreditation, assessment, and grant reporting.
• Support departmental and outreach events, including the annual graduation reception.
• Assist the School Head with special projects involving complex scheduling, international travel, and stakeholder coordination.
• Provide general office support including travel arrangements, accommodations, and reservations for faculty and leadership.
• Manage purchasing and financial transactions including requisitions, reimbursements, journal entries, and vendor communications.

• Monitor student progress toward MS degree completion through periodic audits.
• Provide coordination and communication support for MS and BS/MS students and the program director.
• Enroll students in required coursework and manage academic paperwork (e.g., merit scholarships, program changes, independent study contracts).
• Assist in developing course planning worksheets and contingency coursework for incoming students.
• Serve as the first point of contact for MS student inquiries and concerns.
• Prepare certification documentation and ensure compliance with academic requirements.

• Associate’s degree or equivalent experience  

• Minimum of 3–5 years of experience in financial or academic administration, preferably in a higher education setting.

Skills

• Strong analytical, organizational, and strategic problem-solving skills.

• Excellent written and verbal communication; able to collaborate effectively across departments.

• Proficient in financial systems, reporting tools, and Microsoft Office Suite.

• Skilled in account analysis, reconciliation, and HR-related practices.

• Demonstrated ability to manage multiple projects and priorities independently.

• Professional, customer-focused demeanor with sound judgment and discretion in handling sensitive information.

• Comfortable working with diverse stakeholders including faculty, researchers, and administrative staff.

The School of Chemistry & Materials Science offers undergraduate degrees in Chemistry and Biochemistry, Master's degrees in Chemistry and Materials Science & Engineering, and several BS/MS program options. The school currently has 21 faculty members and supports approximately 149 BS Chemistry and Biochemistry majors, 37 MS students in Chemistry and Materials Science & Engineering, and many BS/MS students. For more information on our school, please visit our web page at https://www.rit.edu/science/scms.

The RIT College of Science offers 12 undergraduate programs and 18 graduate programs including 12 MS programs and 6 Ph.D. programs. In addition, we offer 22 BS/MS pathway programs.  The College has established an inclusive community among our education, research, and the scientific community at large. Our students benefit from the intersection of science and technology at RIT, including access and training with state-of-the-art laboratory equipment and facilities starting in their first year at RIT. As one of the top external grant-funded colleges on campus, the College of Science gives students unrivaled opportunities to engage in real-world research with supportive faculty mentors. Our alumni stand out from their peers at Cornell, MIT, Harvard, Regeneron, St. Jude’s Children’s Research Hospital, and the Cleveland Clinic, just to name a few.

The School of Chemistry and Materials Science (SCMS) is seeking a dynamic Senior Staff Specialist to support financial, academic, administrative, and facility operations. This key role requires exceptional organizational skills and the ability to collaborate effectively with leadership, faculty, staff, and students to ensure smooth daily operations and contribute to strategic planning. Ideal candidates are detail-oriented, customer-focused, and thrive in team environments. If you're ready to apply your strengths in organization, accounting, coordination, and problem-solving to help advance a vibrant academic community, we invite you to join our team!