"Graduate Student & Undergrad Program Administrator"

Position Summary

The Graduate and Undergraduate Program Administrator oversees the Materials Science & NanoEngineering (MSNE) undergraduate and graduate courses and laboratories. Key responsibilities include student recruitment, administration of departmental awards, and budget management. This role supports the undergraduate program academically, working closely with the Chairs of the Graduate and Undergraduate Committees. Additionally, the administrator manages, implements, and promotes MSNE graduate programs, collaborating with faculty to develop and execute recruitment strategies for both undergraduate and graduate students. The position also oversees graduate student recruitment and admissions, including planning and managing all aspects and budgets of the annual recruitment weekend.

Ideal Candidate Statement

The ideal candidate is a meticulous and forward-thinking professional with a background in academic program management and experience working in a university setting. They have a proven ability to oversee admissions, maintain student records, handle financial operations, and ensure adherence to institutional policies. Strong interpersonal, organizational, and problem-solving skills are essential, along with the capacity to work collaboratively with faculty, students, and staff.

Workplace Requirements

On-campus position: This position is exclusively on-site, requiring all duties to be performed in person at Rice University with some weekend and evening hours.
After a six-month probation, this position offers the option to work remotely one day per week. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

$48,700-$60,800
*Exempt (salaried) positions under FLSA are not eligible for overtime.*

Minimum Requirements

• Bachelor's Degree
  + In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis may be substituted
• 1+ years of administrative experience in a college or university

Skills

• Ability to learn new strategies
• Written and verbal communication skills
• Data analysis skills
• Ability to work well under pressure and manage multiple projects simultaneously
• Good organizational and time management skills
• Knowledge of Microsoft Office Suite
• Ability to work independently and as part of a team to meet expected deadlines and schedules
• Attention to detail
• Ability to develop program partnerships and funding sources
• Basic knowledge of managing budgets and developing financial plans

Preferences

• 2+ years of experience in a college or university setting
• Familiarity with Banner and the Rice University organizational structure
• Familiarity with Rice Office of Graduate and Postdoctoral Studies and OISS
• Familiarity with ABET and SACS accreditation procedures and requirements

Essential Functions

Undergraduate & Graduate:

• Provide comprehensive administrative oversight for MSNE undergraduate and graduate academic programs in collaboration with faculty committees, the Department Chair, and central university offices
• Manage academic records, reporting, and compliance for accreditation and external reviews (e.g., ABET, SACS, ACS), ensuring timely and accurate documentation
• Support student progression and advising by tracking degree milestones, deadlines, and program requirements, and serving as a primary liaison for academic policies and procedures
• Coordinate course scheduling, General Announcements, cross-listed courses, grade reporting, and faculty committee support for undergraduate and graduate programs
• Administer departmental student awards, scholarships, fellowships, and academic program initiatives, including mentoring and orientation programs
• Manage recruitment and admissions activities for undergraduate and graduate programs, including prospective student databases, campus visits, offers, and the annual graduate recruitment weekend
• Oversee program-related budgets and expenditures, including recruitment and student program funding, purchasing card transactions, and financial reporting
• Serve as the departmental liaison to the Office of Graduate and Postdoctoral Studies, OISS, Registrar, Dean's Office, and other campus partners; perform other duties as assigned
• Perform all other duties as assigned