Administrative/ Program Support Coordinator III, Global Cybersecurity Institute

Rochester Institute of Technology•Rochester, NY

2d•$20 - $25•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. This senior-level role performs complex, often non-routine tasks and project work requiring troubleshooting and analysis, and may mentor or guide less experienced staff. The position supports GCI leadership, faculty, graduate students, student employees, external guests, and event clients. Responsibilities include purchasing and financial administration; calendar and travel coordination; hiring, onboarding, and timecard administration; maintaining faculty and student records and mailing lists; coordinating website updates, equipment and services procurement, and inquiries; managing workstation assignments; supporting the Cybersecurity Clinic onboarding process; administering reservations and event-space procedures; coordinating events and visits; and conducting tours. The role also performs general office support, front desk and customer service duties, communications, records management, supply and inventory coordination, and other assigned duties. The position is hybrid and pays $19.65–$25 per hour. Candidates must be eligible to work in the United States. A criminal background check and/or motor vehicle records check may be required; any offer is contingent on satisfactory results.

Requirements

Associate’s degree in a related field, or an equivalent combination of education and experience.
Five years of related experience, or an equivalent combination of education and experience.
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, address inquiries, and provide assistance.
Ability to handle confidential information with discretion and comply with organizational and legal privacy standards.
Candidates must be eligible to work in the United States.

Responsibilities

Coordinate purchasing, procurement-card reconciliation, travel reservations, and reimbursements for GCI leadership and guest speakers; apply RIT policies, resolve discrepancies, and ensure accurate and timely processing.
Manage complex calendars and meeting requests for GCI leadership, assess competing priorities, resolve scheduling conflicts, and coordinate arrangements with participants.
Coordinate adjunct and student hiring for the GCI SAFE Lab and training center, track documentation and process completion, resolve routine issues, and escalate exceptions.
Onboard student employees and provide information about employment policies.
Manage student employee 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.
Work with the GCCIS Marketing & Communications Team to keep current faculty and project information on the GCI website up to date.
Provide administrative support to 60 GCI-affiliated faculty using awarded financial support; coordinate with GCCIS IT and the college financial team to procure equipment and services, hire student workers, and process travel expenses.
Manage generic incoming inquiries received by email, post mail, or in person; assess and prioritize them, respond within established guidelines, route or coordinate input from subject-matter experts, and track complex or sensitive matters through resolution.
Coordinate Ph.D. student workstation assignments, resolve conflicts, maintain records, and administer mailing lists for GCI-affiliated Ph.D. students.
Assist with administrative onboarding for the GCI Cybersecurity Clinic, including soliciting and qualifying clients and projects and contracting new clients and projects.
Administer conference-room and Cyber Range reservations through RIT’s Event Management System; evaluate requests, resolve conflicts and non-routine issues, and coordinate exceptions.
Develop, document, and maintain procedures for GCI event spaces in alignment with RIT requirements; communicate expectations and address exceptions or recurring issues.
Serve as the primary operational contact for external entities renting GCI event spaces; assess requirements, coordinate services and resources, resolve issues, and escalate matters outside established authority.
Coordinate logistics for GCI- or CSEC-hosted events, including space, catering and hospitality procurement, parking, guest travel, and related services; monitor timelines and budgets and resolve issues.
Collaborate with the Advancement team and internal partners to coordinate prospective donor visits and corporate engagement days, including event planning and follow-through.
Plan and conduct tours for prospective students, corporate partners, internal stakeholders, and K–12 programs; tailor content and logistics, coordinate demonstrations with the Cyber Range Director, and adapt to changing needs.
Coordinate day-to-day office operations with other departments and assist with administrative functions.
Handle front-desk activities, greet visitors, answer phones, provide customer support, and serve as the first point of contact for the assigned area.
Coordinate calendars, appointments, interviews, travel, and events, and assist with preparing or turning over meeting and work or desk spaces.
Prepare and distribute emails, memos, reports, and other communications to internal and external stakeholders.
Handle documents, files, and records; maintain filing systems; secure sensitive records; collect data; maintain database records; and assist with data analysis as needed.
Manage office supplies, track inventory, and coordinate purchasing.
Assist with HR-related functions, including hiring, onboarding, and payroll processing, in accordance with institutional policies.
Process expense reports, record and receipt payments, create invoices, monitor budgets, support purchasing and procurement-card processes, and maintain financial records in compliance with departmental guidelines.
Coordinate event planning and logistical support for meetings, conferences, and other departmental activities.
Prepare and organize documents, presentations, and reports accurately and on time.
Perform other duties as assigned.