Graduate and Undergraduate Program Administrator

Rice University•Houston, TX

1d•$56,000•Onsite

About The Position

The Graduate and Undergraduate Program Administrator supports the Department of Mathematics by overseeing the administrative and financial operations of its academic programs. This role manages graduate recruitment and admissions, provides curriculum and scheduling support, and monitors student progress toward degree completion. Reporting to the Executive Administrator, this position works closely with the Department Chair and serves as the primary liaison to campus partners, including the Registrar, the Office of International Students and Scholars, and the Wiess School of Natural Sciences Dean’s Office. By ensuring efficient operations and clear communication, the Graduate & Undergraduate Program Administrator contributes directly to the success of the department’s students and faculty. This position requires frequent interaction with faculty, students, and external organizations and is ideal for a highly structured, relationship-driven professional who thrives in a collaborative academic environment.

Requirements

Bachelor’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.
Two or more (2+) years of related experience
Ability to develop and initiate new strategies
Advanced problem-solving skills
Strong verbal and written communication skills
Ability to work well under pressure and manage projects simultaneously
Strong organizational and time management skills
Advanced knowledge of Microsoft Office suite
Strong data analysis skills
Ability to work independently and as part of a team to meet expected deadlines and schedules
Adept at problem-solving, creating contingency plans, and handling issues when necessary
Strong client service orientation and attention to detail
Ability to develop complex or multiple program partnerships and funding sources
Ability to oversee and direct students
Knowledge of managing budgets and developing financial plans

Nice To Haves

Experience with Oracle-based or similar ERP systems
Rice and/or other higher education experience
Experience with graduate and undergraduate academic programs

Responsibilities

Administers program operations, ensuring efficient, effective and productive operations
Creates and implements plans to achieve program objectives and mission
Ensures compliance with policies and regulations and recommends changes to procedures and processes
Analyzes data, identifies trends, develops reports and recommends and implements changes to improve alignment with institutional mission and goals
Oversee the planning and coordination of student events and serve as a backup for conference-related functions when required.
Provides support in developing relationships with internal and external entities as it relates to student recruiting and student initiatives.
Directly responsible for graduate student recruitment and admissions, student records, curriculum support, coordinating the accreditation process, managing scholarships and fellowships, and monitoring student progress
Directly responsible for student hiring and managing student work assignments; works with Human Resources and the Office of International Students and Scholars to ensure compliance with all university policies and federal labor laws
Initiate and maintain accurate labor distributions for graduate and undergraduate students, ensuring payroll allocations align with funded accounts
Track student funding across multiple sources to prevent overspending and maintain a detailed student spending budget to ensure all disbursements align with allocated funds
Manages coordination and compliance of U.S. visas for faculty and students who are foreign nationals
Maintains and updates course scheduling, curriculum documents, and academic advising resources
Coordinates administrative components of degree plans
Performs all other duties as assigned
Interprets department and university policy governing graduate programs and provides expert advice to students, faculty, and staff
Assists the department chair, the executive administrator, and the directors of graduate and undergraduate programs with reports, data accumulation, and analysis as needed
Manage and submit periodic effort reports, certifying that student work activities accurately reflect the salary charged to specific grants or departmental funds.
Serves as departmental liaison to the Office of Graduate and Postdoctoral Studies, the Office of International Students and Scholars, the Registrar’s Office and the Dean’s Office in the School of Natural Sciences