Program Administrator

Rice University•Houston, TX

7h•$58,000•Onsite

About The Position

The Program Administrator for the Departments of Philosophy and Religion 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. This position is responsible for planning and executing a wide range of academic and public events, managing internal communications and digital content, coordinating course scheduling, supporting student programs and travel, and administering budget and procurement processes. The Program Administrator works independently and collaboratively to ensure both departments function efficiently and project 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+ years of related professional experience (not as a student or volunteer) in office administration and event planning and execution
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
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 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 the related dashboards
Experience with specialized software tools commonly used in Registrar’s Offices, such as Ellucian Banner, Degree Works, and CourseLeaf products (CIM, CLSS)

Responsibilities

Serve as the central point of contact for faculty, students, and visitors, providing accurate and timely information
Oversee front office functions including supply ordering, mail distribution, room reservations, equipment troubleshooting, and work order submissions
Manage the departmental inbox and route inquiries appropriately
Supervise and assign tasks to student workers and assist with onboarding new faculty and postdocs
Conduct research, analyze data, identify trends, and develop reports
Manage space assignments and building access
Plan and execute department-sponsored events including lectures, symposia, student programs, course previews, brown bag talks, and annual celebrations
Manage logistics such as venue reservations, catering, A/V setup, guest itineraries, and honorarium payments
Coordinate faculty search visits including detailed interview schedules, travel and lodging, campus tours, and reimbursements
Support class trips and guest speakers by arranging travel, processing payments, and managing communication
Recommend and implement outreach plans, including communications, events, marketing, conferences, etc.
Coordinate departmental course scheduling and submissions via CLSS and CIM, ensuring accuracy and compliance with academic policies
Work closely with faculty to support guest lectures and class-related travel or events
Advise new faculty on course setup, curriculum structure, and Rice systems
Assist with student recruitment, student records, curriculum support, and coordinating the accreditation process
Work independently or guide a student worker to: Design marketing materials for events and classes Develop strategies to increase student engagement on social media Set up and promote department events and information sessions
Track budgets for departmental events, programs, and guest speaker visits
Manage financial processing in iO, including honoraria, reimbursements, invoices, and student award payments
Reconcile PCard expenses and assist with and review faculty expense reports
Act as a backup for the department administrator
Engage in professional development, including Rice-wide and School of Humanities training sessions and meetings
Other duties as assigned.