Administrative/Program Support Coordinator III, GCCIS- School of Interactive Games & Media

Rochester Institute of Technology•Rochester, NY

4d•$20 - $31•Hybrid

About The Position

The Golisano College of Computing and Information Sciences (GCCIS), School of Interactive Games & Media (IGM) is seeking an Administrative/Program Support Coordinator III. This senior-level role provides comprehensive administrative support to the Director, managing calendars, scheduling meetings, coordinating facilities, and distributing materials for meetings and presentations. The position also involves maintaining faculty and adjunct databases, facilitating account setups, processing hiring paperwork, making travel arrangements, and overseeing external communications including social media and newsletters. Additionally, the coordinator will manage the student Ambassador Program, including hiring, training, supervision, and budget management, and participate in school and university events.

Requirements

Associate's degree in related field
5 years of related experience
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 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
Candidates must be eligible to work in the United States.

Nice To Haves

Experience in administrative support roles and/or social media management preferred.
Experience in an academic environment strongly preferred.

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.
Provide administrative support to the Director, including maintaining the calendar, scheduling administrative meetings, and coordinating facilities as required.
Distribute necessary materials in support of meetings and presentations related to the functions and operations of IGM.
Maintain faculty and adjunct personnel database in concert with the IGM School Manager.
Facilitate the setup of faculty accounts for new faculty and adjuncts.
Process faculty course overload forms.
Generate and maintain adjunct faculty contracts and process adjunct paperwork.
Process additional pay and summer pay paperwork for faculty.
Make travel arrangements for IGM faculty, school guests, and other members of the RIT community as needed.
Develop itineraries and process logistics, reimbursement, and requests for these constituencies.
Assist in Search; work closely with the Search Chair and candidates to develop itineraries, travel arrangements, reimbursement, etc.
Oversee all external communications for the School.
Act as the social media voice of the School by creating engaging social media content that communicates successes, events, and activities.
Author and distribute a weekly newsletter for current students and develop an alum newsletter to be distributed as determined by the Director.
Update School bulletin boards and have the ability to update websites as needed.
Develop an events calendar for each semester and coordinate ad-hoc staff and/or faculty task forces as needed to execute yearly event plans and goals for IGM students, along with the assistance of the Ambassador Team.
Manage and coordinate IGM’s student Ambassador Program.
Promote programs to gain interest from current students.
Hire, train, and supervise paid ambassadors (3-4 students) who meet with prospective students/families in coordination with the Associate Director.
Meet with the ambassador team and guide events and expectations for IGM open houses, accepted open houses, orientation, and other events.
Determine spending and manage the budget for the student ambassadors’ program.
Participate in School and university events such as orientation, commencement, and open house.