Department Coordinator

Rice University•Houston, TX

7h•$52,000 - $55,000•Hybrid

About The Position

The Department of Physics and Astronomy seeks a Department Coordinator to provide administrative and operational support to the Department of Physics and Astronomy. In this role, the Department Coordinator will assist the department with various functions while collaborating closely with the Senior Department Administrator to advance the department’s strategic and operational goals.

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 related administrative experience
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
Ability to learn new strategies
Strong written and verbal communication skills
Ability to work well under pressure and manage multiple projects simultaneously
Good organizational and time‑management skills
Strong customer service skills
Proficiency with Enterprise Resource Planning (ERP) systems and financial management software (e.g., Oracle, SAP, or similar), or a demonstrated ability to quickly master complex institutional databases and financial platforms
Intermediate knowledge of word processing, spreadsheet, email, and database software programs
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

Responsibilities

Administer the daily operations and logistics for departmental events, including seminars, colloquia, guest lectures, and social gatherings (e.g., picnics, ice cream socials)
Coordinate guest speaker itineraries, including travel arrangements and transportation; process guest speaker and visitor reimbursements
Implement outreach and communications, including creating promotional flyers and managing weekly event emails, to ensure high visibility for departmental programs
Manage on‑site event logistics, including room setup/takedown, catering orders, parking vouchers, and equipment needs
Provide administrative support to faculty, staff, and students, managing essential logistics and financial records to ensure smooth day‑to‑day departmental and program operations
Assist faculty with academic logistics, including coordinating exam/homework drop‑off and pickup, and assist with grade‑related tasks as needed
Manage departmental scheduling, oversee the University calendar, and maintain the conference room reservation system
Oversee mail distribution and workroom operations for assigned locations (Herman Brown Hall and Brockman Hall)
Monitor and execute departmental purchasing for office inventory, supplies, and event catering while ensuring adherence to budget guidelines
Manage departmental credit cards for event‑related expenses and handle vendor payments for essential services (e.g., water, shredding, copier maintenance)
Serve as the primary point of contact for building maintenance requests to ensure a functional work environment
Oversee and mentor undergraduate student workers, including hiring, training, and managing work schedules to ensure front‑desk coverage and operational support
Perform all other duties as assigned