Undergraduate Program Administrator
Position Summary
Reporting to the Assistant Dean for Student Programs, the Undergraduate Program Administrator will support the extracurricular and co-curricular activities of the School of Social Sciences Moody Gateway Program for Undergraduates. The incumbent is responsible for overseeing the professional practica and externships; summer fellowship program; annual undergraduate research showcase; OwlConnect alumni networking events, and Gateway research travel grant requests. The Undergraduate Program Administrator also surpervises the undergraduate student ambassadors. The successful candidate must be able to collaborate, communicate effectively, prioritize multiple tasks, take a proactive approach to work assignments, and take initiative. This wide range of responsibilities demands great flexibility, an excellent work ethic, and attention to detail. The Undergraduate Program Administrator also serves as the back-up to the Office Manager and will be responsible for helping welcome guests to the Dean's Suite.
Ideal Candidate Statement
The ideal candidate is a confident, service-oriented administrative leader who brings structure, follow-through, and sound judgment to a complex program environment. They will be comfortable working independently and, in a team, communicating proactively, and building strong working relationships with students, faculty, staff, alumni and industry professionals. The ideal candidate demonstrates strong planning and organizational skills while maintaining flexibility amongst competing priorities. This individual should be able to anticipate needs, navigate unexpected challenges with composure and creativity, and effectively manage multiple priorities. It is imperative candidates possess strong communication skills, including the ability to tailor messages to varied audiences, synthesize complex information into clear and compelling narratives, and represent the School of Social Sciences and the Gateway Program with professionalism, accuracy, and attention to detail.
Working location, working hour expectations
- Following the successful completion of the probationary period, this position is offered as a hybrid role, combining both in-office and remote work 1-2 days per week to provide flexibility and support collaboration. Per Rice policy 440, "work arrangements may be subject to change."
- Occasional weekend and/or evening work for special events
Physical Demands
- Requires working at a computer for extended periods of time (up to eight hours per day)
- Must be able to move event-related materials to and from event sites - Must be able to lift and carry up to ten pounds
Requirements
- Bachelor's Degree
- 2+ years related program experience.
Skills
- Exceptional organizational skills and attention to detail, with the ability to manage multiple concurrent priorities and deadlines.
- Excellent oral and written communication skills; able to make presentations to prospective and current students.
- Strong customer service orientation and ability to build rapport with diverse student populations.
- Ability to develop and initiate new strategies for student and employer engagement.
- Adept at problem solving, creating contingency plans, and handling issues when necessary.
- Ability to work independently and as part of a team to meet expected deadlines and schedules.
- Advanced level of competency with Word, Excel, PowerPoint, G-suite.
Preferences
- 3+ years related program experience.
- Experience in developing and implementing student-centered programs and services.
- Experience working with students interested in pursuing social sciences and liberal arts degrees.
- Experience monitoring and evaluating program success.
- Experience working on a team to create, implement or deliver projects or programming.
- Knowledge of project management software tools such as Asana and Monday.com
Essential Functions
- Administers program operations, ensuring efficient, effective, and productive operations.
- Creates and implements plans to achieve program objectives and mission.
- Interprets, implements, and ensures compliance with policies and regulations and recommends changes to procedures and processes.
- Creates and implements outreach plans that may include relationship development, communications, events, and conference management.
- Provides support in developing relationships with internal and external entities.
- Analyzes data, identifies trends, develops reports and recommends and implements changes to improve alignment with institutional mission and goals.
- Creates budget plans, monitors and approves expenditures, develops reports, conducts analyses and manages and maintains financial records.
- For academic programs, may be responsible for student records, curriculum support, managing scholarships and fellowships, and monitoring student progress.
- Performs all other duties assigned.
Additional Functions
- Manages all aspects of the Social Sciences Moody Gateway Program, including the professional practica and externships; summer fellowships; annual on-campus undergraduate research conference; individual conference travel grants and monthly Owl Connect networking events.
- Represents the Gateway program at campus events for current and prospective undergraduate students.
- Collaborates with campus partners in the Office of Undergraduate Admissions, Office of First Year Programs, Office of International Students and Scholars (OISS), Center for Career Development (CCD), and others, when necessary.
- Works with the Office of Undergraduate Admissions office on prospective student presentations and events.
- Oversees Student Ambassadors for coordination with Admissions and Gateway events.
- Coordinates the production of student-oriented communications and marketing materials for regular communication through school listservs.
- Develops, maintains, and improves administrative processes, documentation, tracking tools, and workflows to support consistent program operations and timely execution.
- Tracks program data, prepares reports, and supports administrative aspects of financial and program planning, including resource tracking, and discussions related to program operations and revenue use.
- Other duties as assigned.
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