Job Description

About the Role
Title:
Program Support Coordinator III
Location: 100 Park Point Drive
Job Description:
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 RIT's 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
bility 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
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.
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 careers@rit.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.