"Program Administrator"

Position Summary

The Program Administrator for the Department of History supports all front office operations and plays a pivotal role in academic administration, communications, and event execution. Reporting to the department administrator, this position serves as the primary liaison for faculty, students, visitors, and campus partners, ensuring smooth day-to-day operations and high-quality support for departmental programs, events, and communications.

This position is responsible for planning and executing a wide range of academic and public events, managing internal communications and digital content, coordinating course scheduling, supporting student programs and travel, and administering budget and procurement processes. The Program Administrator works independently and collaboratively to ensure the department functions efficiently and projects a dynamic public presence.

Ideal Candidate Statement

The ideal candidate is a proactive, high-energy professional who thrives in a vibrant, people-centric environment and genuinely enjoys the daily variety of a front-facing role. You understand that in a busy academic hub, face-to-face interactions and frequent interruptions from faculty and staff are not distractions, but a core part of the mission that requires a "warm welcome" mentality and exceptional patience. Beyond your superior interpersonal skills, you are a master of organization who can pivot seamlessly between complex administrative tasks and event planning while remaining calm under pressure. You possess a solid foundation in academic administration and communications, with the technical savvy to move fluently between creative platforms like Adobe Creative Suite or Canva and critical internal systems such as iO, CLSS, and CIM.

Workplace Requirements

This position is exclusively on-site, requiring all duties to be performed in person at Rice University's Humanities Building from 8:00 a.m. to 5:00 p.m., Monday-Friday. Per Rice policy 440, work arrangements may be subject to change. Participates in occasional evening or weekend events (e.g., conferences, lectures, student events, and commencement events).

Hiring Range

This position is benefits-eligible and exempt. It has an expected minimum salary of $58,000, dependent on experience and qualifications.
*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 year of related professional experience (not as a student or volunteer) in office administration and event planning and execution
  + In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted

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

Preferences

• Rice University experience
• Experience working in iO modules, such as Expenses, Procurement, and familiarity with the related dashboards
• Experience with specialized software tools commonly used in Registrar's Offices, such as Ellucian Banner, Degree Works, and CourseLeaf products (CIM, CLSS)

Essential Functions

Administrative Operations & Front Office Support

• Serve as the central point of contact for faculty, students, and visitors, providing accurate and timely information
• Oversee front office functions including supply ordering, mail distribution, room reservations, equipment troubleshooting, and work order submissions
• Manage the departmental inbox and route inquiries appropriately
• Supervise and assign tasks to student workers and assist with onboarding of new faculty and postdocs
• Conduct research, analyze data, identify trends, and develop reports
• Manage space assignments and building access

Event Planning & Coordination

• Plan and execute department-sponsored events including lectures, symposia, student programs, course previews, brown bag talks, and annual celebrations
• Manage logistics such as venue reservations, catering, A/V setup, guest itineraries, and honorarium payments
• Coordinate faculty search visits including detailed interview schedules, travel and lodging, campus tours, and reimbursements
• Support class trips and guest speakers by arranging travel, processing payments, and managing communication
• Recommend and implement outreach plans, including communications, events, marketing, conferences, etc.

Academic & Course Support

• Coordinate departmental course scheduling and submissions via CLSS and CIM, ensuring accuracy and compliance with academic policies
• Work closely with faculty to support guest lectures and class-related travel or events
• Advise new faculty on course setup, curriculum structure, and Rice systems
• Assist with student recruitment, student records, curriculum support, and coordinating the accreditation process

Student & Travel Award Program Support

• Assist in planning any department-sponsored student travel
• Coordinate travel logistics, budget tracking, promotional materials, application review, and award disbursements
• Respond to student inquiries about curriculum, travel, or fellowships and assist with related administrative tasks

Marketing, Communications & Web/Social Media

• Design promotional materials, including posters, brochures, digital flyers, and program guides
• Maintain and update the History website and social media accounts
• Create original social media content (photos, reels, videos) to highlight events and departmental news
• May be tasked to produce newsletters and annual magazines for distribution to Rice and external audiences

Finance & Procurement

• Track budgets for departmental events, programs, and guest speaker visits
• Manage financial processing in iO, including honoraria, reimbursements, invoices, and student award payments
• Reconcile PCard expenses and assist with reviewing faculty expense reports

Other duties as assigned

Additional Functions

• Act as a backup for the department administrator
• Engage in professional development, including Rice-wide and School of Humanities training sessions and meetings

About Rice

Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation's top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system... (full about text summarized for brevity, but include key parts)

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