Program Support Coordinator III

Rochester Institute of Technology; City of Rochester (NY); Hybrid; USD 27,000 - 43,000; Full time

Job summary

Rochester Institute of Technology's Alumni & Constituent Engagement team is seeking an experienced administrative professional to support programs, events, and communications that strengthen connections with alumni, donors, volunteers, and friends. The role ensures smooth day-to-day operations and data integrity across university systems.

You will handle registration, calendar management, correspondence, and donor communications, while delivering excellent service and collaborating across

Qualifications

• Associate's degree in related field.
• 5 years of related experience.
• Equivalent combination of experience and education may be considered.
• Familiarity with HR processes preferred.

Responsibilities

• Provide administrative and operational support for alumni, donor, and constituent events: registration, materials, logistics, follow-up.
• Prepare correspondence and maintain event/volunteer records.
• Manage calendars, schedule meetings, reserve spaces.
• Assist donor communications and stewardship correspondence.
• Maintain constituent records with data integrity.
• Deliver professional customer service to alumni and partners.

Skills

Administrative support

Event coordination

Customer service

Data management

Calendar management

Communication

Education

Associate's degree in related field

Job description

Join the Alumni & Constituent Engagement team and play a key role in supporting programs, events, and communications that strengthen connections between RIT and its alumni, donors, volunteers, and friends. This position provides administrative, operational, and customer service support that helps ensure the successful execution of engagement initiatives and the day-to-day operations of the department.

University Advancement fosters meaningful connections between RIT and its alumni, donors, parents, friends, and community partners. Within University Advancement, the Alumni & Constituent Engagement team develops programs, events, communications, and volunteer opportunities that strengthen lifelong relationships with the university and inspire engagement with the RIT community. Through collaboration, service, and relationship-building, the team supports RIT's mission and helps create lasting impact for students, alumni, and the university.

Key Responsibilities

• Provide administrative and operational support for alumni, donor, and constituent events, including registration management, event materials preparation, logistics coordination, and event follow-up.
• Support engagement and outreach initiatives by preparing correspondence, maintaining event and volunteer records, and assisting with relationship-building efforts.
• Manage calendars, schedule meetings, coordinate appointments, reserve spaces, and support leadership scheduling needs.
• Assist with donor and constituent communications, including acknowledgements, invitations, event confirmations, and stewardship correspondence.
• Maintain accurate constituent records and documentation within university systems, ensuring data integrity and timely updates.
• Deliver exceptional customer service to alumni, donors, volunteers, and campus partners while handling sensitive information with professionalism and discretion.
• Collaborate with colleagues across University Advancement and campus partners to support engagement activities, events, and special projects.

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.
• 5 years of related experience.
• Equivalent combination of experience and education may be considered.

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 3 - Senior level role with considerable knowledge and skills. Performs complex tasks and project work. Work is typically not routine and requires troubleshooting and analysis. Mentors or guides less experienced staff.

FLSA Category

Non-Exempt

Work Location

Hybrid

Compensation

$19.65 - $31.45 USD Hourly

Application Materials

Cover Letter, Curriculum Vitae or Resume

Candidates must be eligible to work in the United States.

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.