CES Administrative/Program Support Coordinator II

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