Program Coordinator Cybersecurity Jobs

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Administrative/ Program Support Coordinator III

Rochester Institute of Technology Rochester, NY

Rochester, NY

Today

$19 - $25/hr Full time Administrative Coordinator Administrative Support Program Coordinator

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Job Description

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 careers@rit.edu 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

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