Administrative Program Support Coordinator 3

Position Highlights

The Administrative Program Support Coordinator III provides advanced administrative and operational coordination for the ESL Global Cybersecurity Institute, its leaders, programs, student organizations, events, and facilities. Reporting to the Manager of Academic Operations in the Cybersecurity Department, the Coordinator independently manages multiple priorities, applies working knowledge of RIT policies and systems, resolves non-routine operational issues, and coordinates with internal and external partners to ensure effective service delivery.

Leadership Support:

• Independently coordinate purchasing, procurement card reconciliation, travel reservations, and reimbursements for GCI leadership and GCI guest speakers, applying RIT policies and procedures, resolving discrepancies, and ensuring accurate and timely completion.
• Independently manage complex calendars and meeting requests for GCI leadership, primarily the Executive Director of the GCI and the Director of the Cyber Range and Training Center; assess competing priorities, resolve scheduling conflicts, and coordinate arrangements with internal and external participants.

Administrative Support:

• Coordinate adjunct and student hiring for the GCI SAFE Lab and the GCI training center in accordance with RIT policies, independently tracking required documentation, monitoring process completion, resolving routine issues, and escalating exceptions as appropriate.
• Onboard student employees to ensure they have necessary information regarding employment policies
• Manage student employee timecards
• Administer and track GCI faculty affiliations, monitor renewal timelines, verify required information, coordinate follow-up with faculty and stakeholders, and resolve discrepancies to maintain accurate affiliation records.
• Keep faculty and graduate student mailing lists up to date.
• Work with GCCIS Marketing & Communications Team to keep the information about current faculty and projects on GCI website up to date.
• Provide administrative support to 60 GCI affiliated faculty in their use of GCI awarded financial support, coordinate with GCCIS IT and the college's financial team to procure equipment/services, hire student workers and process travel-related expenses.
• Oversee any generic incoming inquiries by email, post-mail, in-person and redirection to GCI by independently assessing and prioritizing inquiries, responding within established guidelines, coordinating input from or routing to appropriate subject-matter experts, and tracking complex or sensitive matters through resolution.
• Coordinate Ph.D. student workstation assignments by assessing space availability and program needs, resolving assignment conflicts, maintaining accurate records, and administering mailing lists for GCI-affiliated Ph.D. students. Assist with the administrative process of onboarding for the GCI Cybersecurity Clinic including soliciting, qualifying and contracting of new clients and projects.

Event Support:

• Independently administer conference room and Cyber Range reservations through RIT's Event Management System; evaluate requests against space requirements, schedules, and established guidelines; resolve conflicts and non-routine issues; and coordinate exceptions with appropriate stakeholders.
• Develop, document, and maintain procedures for use of GCI event spaces in alignment with RIT requirements; communicate expectations to requesting groups, interpret guidelines, and address exceptions or recurring operational issues.
• Serve as the primary operational contact for external entities renting GCI event spaces; assess event requirements, coordinate available services and resources, resolve routine and non-routine issues, and escalate matters outside established authority.
• Independently coordinate comprehensive logistical support for GCI or CSEC hosted events, including space reservations, catering and hospitality procurement, parking, guest travel, and related services; monitor timelines and budgets, verify requirements, and resolve issues to support successful delivery.
• Collaborate with the Advancement team and internal partners to coordinate prospective donor visits and corporate engagement days; assess logistical and program needs, develop event plans, and manage follow-through across participating units.
• Plan and conduct tours for prospective students, corporate partners, internal stakeholders, and K -12 programs; assess constituent interests, tailor content and logistics, coordinate demonstrations with the Cyber Range Director, and adjust plans to address changing needs.

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
• 5 years of related experience
• Equivalent combination of experience and education may be considered

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 3 - Senior level role with considerable knowledge and skills. Performs complex tasks and project work. Work is typically not routine and requires troubleshooting and analysis. Mentors or guides less experienced staff.

FLSA Category

Non-Exempt

Work Location

Hybrid

Compensation

$19.65-$26 per hour

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.

Cover Letter, Curriculum Vitae or Resume

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 to [email protected]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.