CES Administrative/Program Support Coordinator II

Rochester-Institute-of-Technology; City of Rochester (NY); Hybrid; USD 25,000 - 33,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Rochester Institute of Technology (RIT) is seeking an Administrative/Program Support Coordinator II to support the Center for Engagement and Student Success in Rochester, NY. The role blends administrative tasks with data handling, reporting, and financial coordination to back student-focused programs and services.

The candidate will report to the Director of CES, maintain records, manage budgets, process purchasing and reimbursements, assist HR functions, and support events and communications

Qualifications

• Experience handling invoices, purchase orders, and expense reports with accuracy.
• Strong scheduling, organizing, and event coordination skills.
• Ability to handle confidential information with discretion.
• Proven communication with internal and external stakeholders.

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.
• Assists 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
• Other duties as assigned

Skills

Scheduling

Coordination

Communication

Confidentiality

Invoices

Education

Associate's degree

Job description

Position Highlights

Join Rochester Institute of Technology's Center for Engagement and Student Success (CES) team as an Administrative/Program Support Coordinator II, where you'll play a vital role in supporting the Center’s daily operations through a combination of administrative, data management, and financial coordination responsibilities. Reporting to the Director of CES, this position maintains departmental records and databases, tracks program participation and operational data, prepares routine reports, monitors data accuracy, and organizes documentation to support departmental reporting, assessment, and decision-making processes. This position also provides financial and administrative support by processing purchasing and payment documentation, tracking expenditures, maintaining financial records, supporting procurement and reimbursement processes, and coordinating office logistics, scheduling, communications, and event support. Working closely with CES staff and divisional partners, the successful candidate will demonstrate strong organizational skills, attention to detail, confidentiality, and a commitment to supporting student-focused programs and services.

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, 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
• Other duties as assigned

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 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

Minimum Education & Experience

Associate's degree in related field 3 years of relevant experience Equivalent combination of experience and education may be considered

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 2 - An intermediate level role with working foundational knowledge and skills to perform routine and occasionally non-routine tasks. Tasks may require interpretation or deviation from standard procedures. May provide assistance to entry level staff.

FLSA Category

Non-Exempt

Work Location

Hybrid

Compensation

$17.90 - $24.00/hr.

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [e-mail]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

About the University

Founded in 1829, Rochester Institute of Technology has a long-standing history of innovation that blends the arts, technology, and experiential learning. In addition to its main campus in Rochester, New York, RIT maintains a strong international presence with over 100 active global partnerships and international campuses in Croatia, Dubai, and Kosovo. As of Fall 2024, total student enrollment across all campuses exceeded 21,000. Nationally recognized for its co-op and internship programs, RIT is supported by more than 4,000 dedicated faculty and staff members committed to student success. Its 1,300-acre suburban campus features cutting-edge facilities that reflect RIT’s strengths in applied research, design, and workforce development.