Program Administrator II

Rice University•Houston, TX

5d•$50,000•Hybrid

About The Position

The Program Administrator II supports the daily administrative and operational needs of Dr. Szablowski’s Laboratory for Noninvasive Neuroengineering in Rice University’s Department of Bioengineering. Working closely with the principal investigator, lab members, and university partners, this position coordinates the administrative activities that support multiple research projects and related lab operations. Responsibilities include compliance and reporting support, scheduling, purchasing and timekeeping assistance, project documentation, service renewals, and equipment-related coordination. The role is expected to proactively anticipate administrative needs, initiate and independently carry routine processes through completion, and maintain reliable follow-through without requiring day-to-day direction from the principal investigator. The position keeps the principal investigator appropriately informed of progress, deadlines, and exceptions requiring a decision.

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.
One or more (1+) years of related administrative or program coordination experience.
Strong written and verbal communication skills.
Strong organizational and time-management skills, with the ability to prioritize and track multiple deadlines.
Ability to work independently and collaboratively with faculty, staff, students, and university partners.
Attention to detail and accuracy in scheduling, purchasing, documentation, and recordkeeping.
Sound judgment and the ability to resolve routine issues and escalate more complex matters appropriately.
Proficiency with Microsoft Office and the ability to learn Rice systems and other administrative tools.
Ability to collect, organize, and summarize information for routine reporting and operational follow-through.

Nice To Haves

Experience providing administrative or program support in higher education, a research laboratory, or another technical environment.
Familiarity with research-related administrative processes, including compliance or grant-reporting support.

Responsibilities

Administers the daily administrative operations of the lab with general guidance from the principal investigator.
Coordinates calendars, meetings, lab activities, visitors, and related logistics; prepares materials and follows up on action items.
Supports purchasing and expense processes by gathering documentation, initiating routine requests, tracking orders, and coordinating with university administrative partners.
Assists with onboarding and offboarding logistics for lab staff, students, and visitors, including schedules, access, required forms, and coordination with relevant university offices.
Maintains organized electronic records, recurring task lists, timelines, and status tracking; keeps the principal investigator informed of deadlines, outstanding items, and issues requiring attention.
Coordinates routine administrative support for research compliance activities, software and service renewals, maintenance agreements, and equipment repair scheduling.
Collects, organizes, and compiles information and documentation from lab members and the principal investigator in support of routine reports, proposals, submissions, and other research materials.
Supports lab events, recruitment activities, and internal communications, including room reservations, schedules, materials, and follow-up.
Serves as an administrative liaison between the lab and departmental, school, and central university offices.
Performs other duties as assigned.