Administrative/ Program Support Coordinator III, Global Cybersecurity Institute

Rochester Institute of Technology; City of Rochester (NY); On-site; USD 52,000 - 68,000; Full time

Job summary

Rochester Institute of Technology seeks an Administrative Program Support Coordinator III to provide advanced administrative and operational coordination for the ESL Global Cybersecurity Institute (GCI) and its activities. The role reports to the Manager of Academic Operations in the Cybersecurity Department and requires handling multiple priorities with independence while aligning with RIT policies.

The Coordinator will manage calendars for GCI leadership, coordinate with internal/external

Qualifications

• Advanced administrative and operational coordination for ESL Global Cybersecurity Institute, its leaders, programs, student organizations, events, and facilities.
• Independently manage multiple priorities and resolve non-routine operational issues.
• Coordinate with internal and external partners to ensure effective service delivery within RIT policies.

Responsibilities

• Coordinate purchasing, procurement card reconciliation, travel reservations, and reimbursements for GCI leadership and guest speakers.
• Manage complex calendars and meeting requests for GCI leadership and coordinate arrangements with participants.
• Onboard student employees and manage timecards for student staff.
• Maintain faculty affiliations and mailing lists, and keep project information current on the GCI site.
• Coordinate event reservations and develop procedures for use of GCI spaces.

Skills

Calendar management

Purchasing

Travel arrangements

Budget reconciliation

Communication

Tools

Event Management System

Job description

Position Highlights

The Administrative Program Support Coordinator III provides advanced administrative and operational coordination for the ESL Global Cybersecurity Institute, 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.

Leadership Support

• Independently coordinate purchasing, procurement card reconciliation, travel reservations, and reimbursements for GCI leadership and GCI guest speakers, applying RIT policies and procedures, resolving discrepancies, and ensuring accurate and timely completion.


• Independently manage complex calendars and meeting requests for GCI leadership, primarily 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.

Administrative Support

• Coordinate adjunct and student hiring for the GCI SAFE Lab and the GCI training center in accordance with RIT policies, independently tracking required documentation, monitoring process completion, resolving routine issues, and escalating exceptions as appropriate.


• Onboard student employees to ensure they have necessary information regarding 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 affiliation records.


• Keep faculty and graduate student mailing lists up to date.


• Work with GCCIS Marketing & Communications Team to keep the information about current faculty and projects on GCI website up to date.


• Provide administrative support to 60 GCI affiliated faculty in their use of GCI awarded financial support, coordinate with GCCIS IT and the college's financial team to procure equipment/services, hire student workers and process travel-related expenses.


• Oversee any generic incoming inquiries by email, post-mail, in-person and redirection to GCI by independently assessing and prioritizing inquiries, responding within established guidelines, coordinating input from or routing to appropriate subject-matter experts, and tracking complex or sensitive matters through resolution.


• Coordinate Ph.D. student workstation assignments by assessing space availability and program needs, resolving assignment conflicts, maintaining accurate records, and administering mailing lists for GCI-affiliated Ph.D. students. Assist with the administrative process of onboarding for the GCI Cybersecurity Clinic including soliciting, qualifying and contracting of new clients and projects.

Event Support

• Independently administer 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; and coordinate exceptions with appropriate stakeholders.


• Develop, document, and maintain procedures for use of GCI event spaces in alignment with RIT requirements; communicate expectations to requesting groups, 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 available services and resources, resolve routine and non-routine issues, and elevate 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 to support successful delivery.


• 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; assess constituent interests, tailor content and logistics, coordinate demonstrations with the Cyber Range Director, and adjust plans to address changing needs.

Essential Duties & 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,