Administrative/ Program Support Coordinator III, Global Cybersecurity Institute

Rochester Institute of Technology•Rochester, NY

22h•Hybrid

About The Position

The Administrative Program Support Coordinator III provides advanced administrative and operational coordination for the ESL Global Cybersecurity Institute (GCI), 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. The role supports GCI leadership with purchasing, procurement card reconciliation, travel reservations and reimbursements, and complex calendar management. It coordinates hiring and onboarding for adjunct and student employees, timecards, faculty affiliations, mailing lists, website updates, financial support administration for affiliated faculty, inquiries, workstation assignments, and onboarding processes for the GCI Cybersecurity Clinic. The Coordinator administers conference room and Cyber Range reservations, develops and maintains event-space procedures, serves as the operational contact for external renters, and coordinates logistical support for events, donor visits, corporate engagement days, and tours. Additional responsibilities include general office operations, front-desk support, records and communications, purchasing and inventory, HR-related administrative work, expense and budget support, and other duties as assigned. The position is hybrid and non-exempt, with compensation of $19.65–$25 per hour.

Requirements

Associate's degree in a related field.
Five years of related experience; an equivalent combination of experience and education may be considered.
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, respond to inquiries, and provide assistance.
Ability to handle confidential information discreetly and comply with organizational and legal privacy standards.
Candidates must be eligible to work in the United States.
Prepare a cover letter and curriculum vitae or resume for the application.

Responsibilities

Coordinate purchasing, procurement card reconciliation, travel reservations, and reimbursements for GCI leadership and guest speakers in accordance with RIT policies.
Manage complex calendars and meeting requests for GCI leadership, resolve scheduling conflicts, and coordinate arrangements with participants.
Coordinate adjunct and student hiring for the GCI SAFE Lab and training center, track documentation, monitor process completion, and escalate exceptions as appropriate.
Onboard student employees and manage their timecards.
Administer and track GCI faculty affiliations, monitor renewal timelines, verify information, coordinate follow-up, and resolve discrepancies.
Maintain faculty and graduate student mailing lists and coordinate updates to faculty and project information on the GCI website with GCCIS Marketing & Communications.
Provide administrative support to GCI-affiliated faculty using awarded financial support, including coordination of equipment and service procurement, student hiring, and travel expenses.
Assess, prioritize, respond to, route, and track incoming inquiries by email, post-mail, and in person.
Coordinate Ph.D. student workstation assignments and maintain accurate records and mailing lists for GCI-affiliated Ph.D. students.
Assist with onboarding for the GCI Cybersecurity Clinic, including soliciting, qualifying, and contracting new clients and projects.
Administer conference room and Cyber Range reservations through RIT's Event Management System; resolve conflicts and coordinate exceptions.
Develop, document, and maintain procedures for GCI event spaces, communicate requirements, and address exceptions or recurring issues.
Serve as the primary operational contact for external entities renting GCI event spaces and coordinate services, resources, and issue resolution.
Coordinate logistical support for GCI- or CSEC-hosted events, including reservations, catering, hospitality, parking, guest travel, timelines, and budgets.
Collaborate with Advancement and internal partners on prospective donor visits and corporate engagement days, including planning and follow-through.
Plan and conduct tours for prospective students, corporate partners, internal stakeholders, and K–12 programs; tailor content and coordinate demonstrations with the Cyber Range Director.
Coordinate day-to-day office tasks and administrative functions; provide front-desk coverage, greet visitors, answer phones, and serve as the first point of contact for the assigned area.
Coordinate calendars, appointments, interviews, travel, events, and the preparation or turnover of meeting and work spaces.
Prepare and distribute communications, documents, presentations, and reports to internal and external stakeholders.
Maintain files, records, databases, and confidential documents; collect data and assist with analysis as needed.
Manage office supplies and inventory and coordinate purchasing.
Assist with employee hiring, onboarding, and payroll processing in accordance with institutional policies.
Process expense reports, payments, invoices, and purchasing card activity; support budget tracking and financial record-keeping.
Assist with event planning and logistical support for meetings, conferences, and departmental activities.
Perform other duties as assigned.