ACTIVATE Academic Administrator

Rice University•Houston, TX

3h•$26 - $28•Hybrid

About The Position

The Academic Administrator II serves as the primary administrative coordinator for Activate, a faculty-led program within the School of Engineering and Computing. Under the general supervision of the Faculty Director, this position helps bring structure to evolving practices, strengthens continuity for the faculty team, and creates practical tools and documentation that make the program easier to operate, sustain, and transition over time. The position supports the administrative infrastructure behind Activate’s academic, instructional, and student-facing work, including program operations, communications, stakeholder coordination, materials, meetings, events, budget tracking, and reporting. Working closely with the Faculty Director and faculty team, the Administrator helps translate program priorities into coordinated administrative action and ensures that Activate’s programs, communications, and reporting are supported in a way that keeps the program organized, responsive, and moving forward.

Requirements

Associate’s Degree (In lieu of the education requirement, additional related experience above and beyond what is required may be substituted on an equivalent year-for-year basis.)
3+ years of experience providing administrative, program, operational, or office support (In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis.)
Strong organizational skills and attention to detail
Strong verbal and written communication skills
Ability to manage multiple priorities and complete work in a timely manner with moderate supervision
Ability to coordinate administrative processes, communications, meetings, materials, and follow-up items
Ability to organize information, maintain accurate records, and document procedures
Basic problem-solving and critical thinking skills
Customer service orientation and ability to work collaboratively with faculty, students, staff, and stakeholders
Intermediate proficiency with word processing, presentation, spreadsheet, email, database, and other administrative software programs

Nice To Haves

Experience providing administrative or program support in a higher education, academic, or university environment, particularly in support of faculty, students, or academic programs
Experience creating, improving, or documenting workflows, procedures, instructional materials, templates, or shared administrative resources

Responsibilities

Provides administrative coordination and day-to-day operational support for Activate, including program activities, communications, meetings, materials, records, and follow-up items
Serves as a primary administrative point of contact for the program and supports clear information flow among faculty, students, staff, and external stakeholders
Coordinates multiple program functions, including student-facing support, communications and outreach, reporting, events, budget tracking, stakeholder coordination, and general program administration
Learns, organizes, documents, and improves administrative processes, procedures, templates, instructional materials, and shared resources to support consistency, continuity, and effective program operations over time
Supports the Faculty Director and faculty team by coordinating meetings, preparing materials, tracking action items, following up on administrative needs, and assisting with administrative components of program priorities
Supports students participating in Activate programs, including communications, scheduling support, program materials, information tracking, and coordination related to the coaching program
Coordinates program communications and outreach, including class promotion, flyers, announcements, mass communications, faculty coordination, and stakeholder updates
Supports the preparation of program reports, presentations, and other program-facing materials, including coordinating timelines, gathering information, tracking contributions, and organizing content for the annual report
Monitors and tracks a small program budget, assists with purchasing and expense documentation, supports event logistics, and coordinates with school or departmental administrative partners as needed
May assist with administrative components of faculty searches, reappointments, or related academic personnel processes in coordination with appropriate school or departmental partners
Performs all other duties as assigned