Administrative/ Program Support Coordinator III, Global Cybersecurity Institute at Rochester Institute of Technology in Rochester, NY

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 escalate 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,