Program Administrator, Art History

Special Instructions to Applicants:

All interested applicants should attach a resume in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.

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 Department of Art History 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 the department functions efficiently and projects a dynamic public presence.

Ideal Candidate Statement:
 

The ideal candidate will have exceptional organizational and interpersonal skills, with the ability to manage multiple priorities and adapt to changing needs. Experience in event planning, communications, and academic administration is essential. Proficiency with software tools such as Adobe Creative Suite, Canva, and Rice’s internal systems (iO, CLSS, CIM) is preferred. An interest in the arts and higher education is highly desirable.

Workplace Requirements: 

This position is exclusively on-site, necessitating all duties to be performed in person at Rice University’s Herring Hall 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/experience requirement, additional related education and/or experience, above and beyond what is required, may be substituted on an equivalent year-for-year basis
• 1+ year of related professional experience (not as a student or volunteer) in office administration and event planning and execution
  • May substitute additional related experience, above and beyond what is required, on an equivalent year-for-year basis in lieu of the education requirement

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 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, 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 of new faculty and postdocs

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

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

Student & Travel Program Support

• Assist in planning department-sponsored student travel programs (e.g., NYC Spring Break Trip, HART in the World)
• Coordinate travel logistics, budget tracking, promotional materials, application review, and award disbursements
• Respond to student inquiries about curriculum, travel, or fellowships and assist with related administrative tasks

Marketing, Communications & Web/Social Media

• Design promotional materials including posters, brochures, digital flyers, and program guides
• Maintain and update the Art History website and affiliated program sites (e.g., AMC, MUCH, CMST)
• Create original social media content (photos, reels, videos) to highlight events and departmental news
• Produce a biweekly newsletter and annual magazine for distribution to Rice and external audiences

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 travel-related 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 contact Rice University’s Disability Resource Center at 713-348-5841 or adarice@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.