Graduate Student & Undergrad Program Administrator

Rice University•Houston, TX

3d•Onsite

About The Position

The Graduate and Undergraduate Program Administrator oversees the Materials Science & NanoEngineering (MSNE) undergraduate and graduate courses and laboratories. Key responsibilities include student recruitment, administration of departmental awards, and budget management. This role supports the undergraduate program academically, working closely with the Chairs of the Graduate and Undergraduate Committees. Additionally, the administrator manages, implements, and promotes MSNE graduate programs, collaborating with faculty to develop and execute recruitment strategies for both undergraduate and graduate students. The position also oversees graduate student recruitment and admissions, including planning and managing all aspects and budgets of the annual recruitment weekend.

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 administrative experience in a college or university
Ability to learn new strategies
Written and verbal communication skills
Data analysis skills
Ability to work well under pressure and manage multiple projects simultaneously
Good organizational and time management skills
Knowledge of Microsoft Office Suite
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

Nice To Haves

2+ years of experience in a college or university setting
Familiarity with Banner and the Rice University organizational structure
Familiarity with Rice Office of Graduate and Postdoctoral Studies and OISS
Familiarity with ABET and SACS accreditation procedures and requirements

Responsibilities

Provide comprehensive administrative oversight for MSNE undergraduate and graduate academic programs in collaboration with faculty committees, the Department Chair, and central university offices
Manage academic records, reporting, and compliance for accreditation and external reviews (e.g., ABET, SACS, ACS), ensuring timely and accurate documentation
Support student progression and advising by tracking degree milestones, deadlines, and program requirements, and serving as a primary liaison for academic policies and procedures
Coordinate course scheduling, General Announcements, cross-listed courses, grade reporting, and faculty committee support for undergraduate and graduate programs
Administer departmental student awards, scholarships, fellowships, and academic program initiatives, including mentoring and orientation programs
Manage recruitment and admissions activities for undergraduate and graduate programs, including prospective student databases, campus visits, offers, and the annual graduate recruitment weekend
Oversee program-related budgets and expenditures, including recruitment and student program funding, purchasing card transactions, and financial reporting
Serve as the departmental liaison to the Office of Graduate and Postdoctoral Studies, OISS, Registrar, Dean’s Office, and other campus partners; perform other duties as assigned
Perform all other duties as assigned