Program Administrator

Rice University•Houston, TX

1d•$58,000•Onsite

About The Position

The Program Administrator for the Department of English and Creative Writing supports all front office operations and plays a pivotal role in academic administration, communications, and event execution. Reporting to the department administrator, this position serves as the primary liaison for faculty, students, visitors, and campus partners, ensuring smooth day-to-day operations and high-quality support for departmental programs, events, and communications. A central responsibility of this position is coordinating the department’s complex semester course schedule in partnership with the Office of the Registrar, maintaining the master course list and curriculum data, and serving as the point person for course planning across a large and varied teaching program. In addition, the Program Administrator plans and executes the department’s lecture, reading, and event series; manages internal communications and digital content; supports student programs and faculty governance; and administers budget and procurement processes. The Program Administrator works independently and collaboratively to ensure the department functions efficiently and projects a dynamic public presence.

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 year of related professional experience (not as a student or volunteer) in office administration and event planning and execution
Ability to learn new strategies
Developed 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
Strong knowledge of Microsoft Office suite
Ability and willingness to learn data organization and project management tools such as Airtable and Asana
Ability to work independently and as part of a team to meet expected deadlines and schedules
Attention to detail

Nice To Haves

Rice University experience
Experience working in iO modules, such as Expenses and Procurement, and familiarity with related dashboards
Experience with specialized software tools commonly used in Registrar’s offices, such as Ellucian Banner, Degree Works, and CourseLeaf products (CIM, CLSS)
Knowledge of and/or ability to learn new programs and applications related to job functions, including Box, Google Drive, Canvas (learning management system), Canva, Zoom, Qualtrics, and digital content management systems for websites
Basic knowledge of managing budgets

Responsibilities

Serve as the central point of contact and front-line resource for faculty, students, and visitors, answering the main departmental phone line, screening calls and visitors, and directing inquiries to the appropriate faculty or staff member
Resolve most routine questions and problems independently, referring more complex issues to the department administrator or chair
Oversee front office functions, including supply ordering, mail distribution, room reservations, equipment troubleshooting, and work order submissions
Supervise and assign tasks to student workers
Manage space and calendar scheduling for departmental events and room use.
Coordinate the department’s complex semester course schedule in partnership with the Dean's Office and Office of the Registrar, processing accurate details for 45–55 courses each semester and serving as the point person for all aspects of building the teaching schedule for faculty, instructors, and the Registrar
Maintain the department’s master course list and curriculum, tracking course offerings, teaching history, faculty fields of expertise, and enrollment, and generating reports for short- and long-term planning
Gather faculty teaching needs and preferences and balance them against curriculum requirements and degree needs, organizing the information for use by committees and the chair
Submit course scheduling and catalog changes via CLSS and CIM, ensuring accuracy and compliance with academic policies; maintain and edit catalog and General Announcements copy
Advise new faculty on course setup, curriculum structure, and Rice systems
Advise and support faculty leadership on course scheduling.
Respond to student inquiries about curriculum, courses, awards, and departmental programs, and assist with related administrative tasks
Support undergraduate activities and events, including application and award processing
Compile the department’s year-end honors and awards program and assist with related recognition events
Support the Director of Undergraduate Studies and Undergraduate Committee.
Plan and execute department-sponsored events, including the department’s endowed lectures and reading series (e.g., Cherry, Camden, and Cagle Lectures), symposia, workshops, course previews, brown bag talks, and annual celebrations
Communicate courteously and efficiently with invited scholars and writers, arranging travel, lodging, itineraries, publicity, and honoraria
Manage logistics ranging from coffee and refreshments for a workshop to catered events for fifty, including venue reservations, catering, A/V setup, invitations, set-up and take-down, and guest itineraries.
Design promotional materials, including posters, brochures, digital flyers, programs, and displays for events and courses
Maintain and update the department website and outreach platforms
Collect and compile news items from faculty and students and produce a regular departmental newsletter sent via Mailchimp.
Track budgets for departmental events, programs, and guest speaker visits
Manage financial processing in iO, including honoraria, reimbursements, invoices, check requests, and student award payments
Reconcile PCard expenses
Process receipts for undergraduate activities and produce routine financial reports
Act as a backup for the department administrator and provide direct support to the chair and department administrator on special projects, including reports on curriculum, departmental self-assessment, and program review.
Engage in professional development, including Rice-wide and School of Humanities training sessions and meetings.