Program Support Coordinator III

Position Highlights

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.

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.

University Advancement Alumni & Constituent Engagement

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 RITs mission and helps create lasting impact for students alumni and the university.

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

• Associates 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

Work Location

Compensation

Application Materials

When you are ready to complete an application for this position please be prepared to submit the below requested information. This will be required to ensure your application is processed in a timely manner.

Candidates must be eligible to work in the United States.

Additional Details

In compliance with NYSs 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 candidates 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 or email your request to. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.