Program Administrator
Rice UniversitySpecial Instructions to Applicants:
All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.
About Rice:
Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation’s top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.
Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community and Excellence.
Position Summary:
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.
Ideal Candidate Statement:
The ideal candidate is a proactive, high-energy professional who thrives in a vibrant, people-centric environment and genuinely enjoys the daily variety of a front-facing role. You understand that in a busy academic hub, face-to-face interactions and frequent interruptions from faculty and staff are not distractions but a core part of the mission that requires a “warm welcome” mentality and exceptional patience. Beyond your superior interpersonal skills, you are a master of organization, who can pivot seamlessly between complex administrative tasks and event planning while remaining calm under pressure. You possess a solid foundation in academic administration and communications, with the technical savvy to move fluently between creative platforms like Adobe Creative Suite or Canva and critical internal systems such as iO, CLSS, and CIM.
Workplace Requirements:
This position is exclusively on-site, necessitating all duties to be performed in person at Rice University’s Humanities Building from 8–5, Monday–Friday. Per Rice policy 440, work arrangements may be subject to change.
Participates in occasional evening or weekend events (e.g., conferences, lectures, student events, and commencement events).
Hiring Range: This position is benefits-eligible and exempt*. It has an expected minimum salary of $58,000, dependent on experience and qualifications.
*Exempt (salaried) positions under FLSA are not eligible for overtime.
Minimum 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
Skills:
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
Preferences:
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)
Essential Functions:
Administrative Operations & Front Office Support
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
Event Planning & Coordination
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.
Academic & Course Support
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
Communications and Social Media
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
Finance & Procurement
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
Other duties as assigned.
Additional Functions:
Act as a backup for the department administrator
Engage in professional development, including Rice-wide and School of Humanities training sessions and meetings
Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits
Rice Mission and Values: Mission and Values | Rice University
Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University’s Human Resources Office via email at facstaffada@rice.edu for support.
If you have any additional questions, please email us at jobs@rice.edu. Thank you for your interest in employment with Rice University.