Program Administrator, Study Abroad

Special Instructions to Applicants: 

All interested applicants must attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format. Please note that the applicant tracking system does not convert attachments in Word format successfully.

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 provides administrative and program support for all functional areas and staff members of the Office of Study Abroad. Primary duties include serving as the Power User for the office’s Terra Dotta software, playing a key role in study abroad data stewardship, administering the foreign transcript/transfer credit process, processing scholarship awards, managing budgets, and reconciling accounts. The Program Administrator will also be responsible for maintaining financial documents, managing purchasing cards, processing procurement, coordinating events, contributing to the office’s social media presence, assisting with website maintenance, monitoring the general office email account, answering phone calls, and managing the office environment and resources.

Ideal Candidate Statement:
Ideal candidates will have experience with the Terra Dotta software as a Power User, familiarity with financial account processing and budget reconciliation, excellent customer service, communication, and interpersonal skills, empathy and tact when handling sensitive information, and excellent computer skills. The ability to work well in a collaborative environment, balance and prioritize multiple tasks, familiarity with the higher education environment, as well as first-hand experience studying or working abroad, are also important.

Workplace Requirements:
Following successful completion of the six-month probationary period, this position may be eligible for a hybrid role, with most work conducted in-office and remote work allowed one day per week to provide flexibility and support collaboration, as job duties permit and in keeping with current Dean of Undergraduate policies. Per Rice policy 440, work arrangements may be subject to change.

Hiring Salary: $50,000 annually
*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements:

• Bachelor’s degree
• 1+ years of full-time post-baccalaureate experience, preferably in an office setting and in higher education

Skills:

• Excellent 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, Google Workspace, Box, Zoom, and social media platforms
• Ability to work independently and as part of a team to meet expected deadlines and schedules
• Attention to detail
• Basic knowledge of managing budgets, expense reporting, and account reconciliation
• Demonstrated technical skills, creativity, and problem-solving skills
• Ability to learn the Terra Dotta software and assume the role of Power User, providing ongoing maintenance of the office’s Terra Dotta sites and troubleshooting

Preferences:

• 2+ years of related experience in an administrative setting, preferably in a study abroad context in higher education
• Terra Dotta Power User experience
• Experience working with financial processing systems (e.g., Oracle)
• Experience with procurement processes
• Experience with event planning
• Experience working in a university setting
• Experience in organizing data for reporting purposes
• Experience studying or living abroad
• Rice experience

Essential Functions:

• Administers the daily operations of the office with the general guidance of a senior staff member
• Serves as the Terra Dotta Power User for the office
• Conducts data collection, identifies trends, and develops reports
• Assists in managing unit budgets; monitors expenditures and reconciles accounts
• Coordinates the transfer credit process: collects study abroad transcripts and transfer credit forms for processing by the OTR
• Implements outreach plans, including communications, events, marketing, etc.
• Plans and coordinates logistical aspects of activities
• Provides support to staff and students
• Completes all tasks associated with study abroad scholarship award processing
• Serves as a liaison with campus partners
• Performs all other duties as assigned

Additional Functions:

• Manages department email account
• Organizes, manages, and completes special projects
• Analyzes and interprets policies; develops, revises, and implements procedures
• Maintains office, including inventories, tracking, ordering, and restocking supplies
• Maintains study abroad data in various spreadsheets
• Assists with the office’s social media presence and website updates

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.