Administrative/ Program Support Coordinator III

Administrative/ Program Support Coordinator III provides advanced administrative and operational coordination for RIT’s ESL Global Cybersecurity Institute (GCI), supporting leadership, programs, student organizations, events, and facilities in a hybrid role in Rochester, NY.

Responsibilities

• Independently coordinate purchasing, procurement card reconciliation, travel reservations, and reimbursements for GCI leadership and GCI guest speakers; apply RIT policies and procedures, resolve discrepancies, and ensure accurate, timely completion.
• Independently manage complex calendars and meeting requests for GCI leadership, including 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.
• Coordinate adjunct and student hiring for the GCI SAFE Lab and the GCI training center in line with RIT policies; track required documentation, monitor completion, resolve routine issues, and escalate exceptions as appropriate.
• Onboard student employees and provide information on 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 records.
• Maintain up-to-date faculty and graduate student mailing lists.
• Coordinate with the GCCIS Marketing & Communications Team to keep the GCI website information about current faculty and projects current.
• Provide administrative support to 60 GCI affiliated faculty related to GCI awarded financial support; coordinate with GCCIS IT and the college financial team to procure equipment/services, hire student workers, and process travel-related expenses.
• Oversee generic incoming inquiries by email, post-mail, and in-person contact; independently assess and prioritize inquiries, respond within established guidelines, route to appropriate subject-matter experts when needed, and track complex or sensitive matters through resolution.
• Coordinate Ph.D. student workstation assignments by assessing space availability and program needs; resolve assignment conflicts, maintain accurate records, and administer mailing lists for GCI-affiliated Ph.D. students.
• Support the administrative process for onboarding the GCI Cybersecurity Clinic, including soliciting, qualifying, and contracting new clients and projects.
• Administer and track 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, coordinating exceptions with appropriate stakeholders.
• Develop, document, and maintain procedures for using GCI event spaces aligned with RIT requirements; communicate expectations, 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 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.
• 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; tailor content and logistics, coordinate Cyber Range demonstrations with the Cyber Range Director, and adjust plans as needs change.
• Ensure smooth day-to-day office operations by coordinating with other departments and assisting with administrative functions as needed.
• Handle front desk activities including greeting visitors, answering phones, providing customer support, and serving as the first point of contact for the assigned area.
• Coordinate and manage calendars, scheduling, appointments, interviews, travel, and events; assist with the preparation or turnover of meeting space or work/desk space.
• Prepare and distribute communications (emails, memos, reports) to internal and external stakeholders.
• Handle documents, files, and records: ensure proper filing systems, secure sensitive/confidential records, and collect data and maintain database records as needed.
• Manage office supplies, track inventory, and coordinate purchasing to maintain adequate resources.
• Assist with HR-related functions, including employee hiring, onboarding, and payroll processing, following institutional policies.
• Process expense reports, record and receipt payments, create invoices, and monitor budgets; support budget tracking and compliance with departmental budget guidelines, including purchasing support and p-card processes.
• Coordinate and support event planning and logistics for meetings, conferences, and departmental activities.
• Assist with preparing and organizing documents, presentations, and reports for accuracy and timeliness.
• Other duties as assigned.

Requirements

• Associate’s degree in a related field
• 5 years of related experience
• Equivalent combination of experience and education may be considered

Technologies

• RIT’s Event Management System
• Procurement card
• P-card

Position Details

• Location: Rochester, NY (hybrid)
• FLSA Category: Non-Exempt
• Compensation: $19.65-$25 per hour
• Reports to: Manager of Academic Operations in the Cybersecurity Department
• Job Level: Operations, Administrative, Service, or Technical Support Level 3 (Senior level)
• Work style: Complex tasks and project work; troubleshooting and analysis are typically required
• Support scope: May mentor or guide less experienced staff

Application Materials

• Cover Letter
• Curriculum Vitae or Resume

Additional Details

• Candidates must be eligible to work in the United States.
• Salary range is listed to comply with NYS Pay Transparency Act requirements.
• The hiring process may require a criminal background check and/or motor vehicle records check.
• Any offer is contingent on satisfactory results determined by Human Resources.
• Reasonable accommodations are provided under applicable law; contact Human Resources at 585-475-2424 or email [email protected] for accommodation requests during the application and hiring process.
• Requests for reasonable accommodation are determined on a case-by-case basis.

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 processing invoices, purchase orders, and expense reports with attention to detail and accuracy
• Ability to communicate clearly and professionally with internal and external stakeholders
• Ability to handle confidential information with discretion and comply with organizational and legal privacy standards