Graduate Student Program Administrator

Rice University•Houston, TX

6d•$65,000 - $69,900•Onsite

About The Position

The Graduate Student Administrator (GSA) plays a central role in supporting Shepherd School of Music (SSOM) graduate students, balancing hands-on management of daily operations with contributions to strategic planning and process improvements. They work closely with faculty, students, and staff to guide graduate students through academic requirements and artistic milestones, ensuring programs run smoothly and students stay on track. Reporting to the Assistant Dean for Enrollment Management & Student Affairs (ADESA), the GSA partners with the Director of Graduate Studies (DGS), as well as the Associate Dean of Academic Affairs (ADAA), to implement academic policies, maintain accurate student records, and leverage data to support informed decision-making and program efficiency. The GSA also tracks degree benchmarks, including recitals, mock auditions, and doctoral exams; helps resolve student progress issues; and identifies opportunities to enhance processes and services. Through this combination of operational leadership, problem-solving, and proactive guidance, the GSA ensures that graduate students receive consistent, student-centered support while programs maintain both academic rigor and artistic excellence. The ideal candidate is a collaborative, highly organized professional who combines technical expertise with a student-centered approach and a strategic mindset. They proactively support graduate student programs through thoughtful use of data, modern systems, and processes, making improvements when necessary. They build trusted relationships with graduate students, faculty, and campus partners, navigating complex situations with discretion, sound judgment, and professionalism. They bring demonstrated strength in academic advising, student lifecycle management in a performance-based environment, and stewardship of CRM platforms and student information systems. Adaptable and solutions-oriented, they move seamlessly between detailed operational oversight, cross-campus collaboration, and one-on-one advising.

Requirements

Bachelor’s Degree
In lieu of the education requirement, additional related experience, above and beyond what is required, on a year-for-year basis may be substituted
2 or more years of experience in student academic support or related
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
Exceptional organizational and project management skills, with strong attention to detail and the ability to manage multiple priorities through completion
Strong written, verbal, and interpersonal communication skills, including the ability to advise and support graduate students effectively
Demonstrated ability to work both independently and collaboratively, exercising sound judgment, initiative, and ownership of responsibilities
High level of professionalism and integrity in a student-centered academic environment
Experience developing and overseeing programs and student initiatives, with an understanding of student development principles
Advanced proficiency with office technologies, including Google Workspace and CRM systems, and the adaptability to learn new platforms and tools as needed

Nice To Haves

Master's Degree
Minimum of 4 years of experience in student academic support, preferably at the graduate level, along with 4 years of higher education administration experience
Experience with Slate, Degree Works, FileMaker, or other university CRM and student information systems, including data management, reporting, and workflow optimization

Responsibilities

Administers the daily operations of the Graduate Student Program in collaboration with Shepherd School faculty and senior staff
Provides support to students, faculty, and staff related to the graduate program
Coordinates directly with other functional areas within SSOM and campus partners to ensure accuracy and appropriate communication of graduate student data (course schedules, recital forms, etc.)
Assists in the adherence and maintenance of academic standards, policies, and procedures, in coordination with faculty, DGS, and ADAA
Suggests process improvements and supports strategic planning initiatives related to graduate student programs
Responsible for the coordination of graduate orientation in partnership with DGS, ADESA, and ADAA
Manages the matriculation process for new graduate students
Assists with degree certifications in consultation with the Director of Graduate Studies
Coordinates with the music admissions team on new student enrollment and with the Director of Graduate Studies as needed
Participates in Graduate Studies Committee meetings
Responsible for communication cascades of important dates and deadlines
Tracks graduate student academic progress by monitoring degree milestones and benchmarks, interpreting academic policies, and proactively guiding students through yearly class planning to ensure timely and successful degree completion
Oversees degree audit progress tracking, proactively flagging concerns when applicable
Coordinates academic scheduling timelines and system functions for doctoral qualifying exams and dissertation defenses, working closely with faculty leadership
Serves on student- and academic-support committees as needed
Oversees graduate student tuition billing and scholarship allocations, ensuring accurate application of tuition waivers, endowed funds, and current-use awards
Reviews and reconciles tuition worksheets and funding sources for all enrolled students, including DMA candidates, resolving discrepancies related to over- or under-awards, enrollment changes, or coding errors
Serves as HCM Initiator (HCMI) for graduate student compensation, processing biweekly payments and collaborating with Human Resources and Payroll to ensure accuracy and timeliness
Partners with the GPS Financial Aid and Systems Manager and other stakeholders to maintain financial integrity, support operational efficiency, and implement necessary adjustments or process improvements
Leads the collection, organization, and stewardship of program data and records, modernizing legacy systems and processes to ensure accuracy, accessibility, and consistency across physical and digital platforms
Analyzes trends, generates reports, and synthesizes information to inform academic policy, curriculum planning, program operations, and strategic decision-making
Reviews data integrity through audits, identifies discrepancies, implements corrections, and recommends process improvements to support student success, institutional goals, and long-term system sustainability
Assists with the review, submission, and updating of data and information for official publications, such as the Shepherd School Student Handbook and Rice University’s General Announcements
Provides faculty affairs support, including managing administrative processes and assisting with special requests