Program Administrator

Employment Type

: Full-Time


: Miscellaneous

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Posting Details

Job TitleProgram AdministratorDepartmentSmalley Curl InstituteFull Time/Part TimeFull-TimeRequisition NumberS20473Open Date05/20/2020Close Date05/28/2020Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 8 a.m. to 5 p.m.

Benefits EligibleYesEligible for OvertimeNoPosition Summary

The Smalley-Curl Institute (SCI) was created in 2015 from the merger of two of Rice multidisciplinary research institutes, the Richard E. Smalley Institute for Nanoscale Science and Technology and the Rice Quantum Institute. SCI is the home of the Applied Physics Graduate Program and of several endowed postdoctoral research fellowships. It participates in establishing strong industrial collaborations, and takes part in novel educational and outreach programs, such as the Professional Science Master’s Program in Nanoscale Science. The Institute assists its members in forging new, cross-cutting and interdisciplinary research areas, and in seeking new means of supporting their work. Research in SCI encompasses advanced materials, quantum magnetism, plasmonics and photonics, biophysics and bioengineering, ultracold atom physics, condensed matter and chemical physics, and all aspects of nanoscience and nanotechnology.
The SCI program administrator provides administrative and financial management for the director of the SCI. This person manages the day to day administration of SCI and provides support to the director of SCI on all administrative levels. This position establishes administrative processes and procedures including those related to the Applied Physics graduate program, the SCI endowed postdoctoral fellow program and summer undergraduate internship programs; it also contribute to managing and maintaining the SCI website.
The ideal candidate has familiarity with budgeting, reporting, and financial administration; is skilled with the most common managing softwares and applications, and has aptitude to learning new ones; works efficiently even under stress and is able to communicate, share, collaborate, and, if needed, delegate.

Education RequiredBachelor's DegreeMajor/DisciplineSubstitution for Education RequirementExperience may not be substituted for the education requirement.Education PreferredExperience Required3 yearsType of Experience

Related administrative and budget experience

Substitution for Experience RequirementEducation may not be substituted for the experience requirement.Experience Preferred

- Related experience working at Rice University and/or higher education
- Three years of experience, or more, providing advanced administrative and/or program support
- Experience with business and financial management, and grant proposal submissions

License/Certification Required


License/Certification PreferredSkills Required

- Ability to develop and initiate new strategies
- Advanced problem solving skills
- Strong verbal and written communications skills
- Ability to work well under pressure and manage projects simultaneously
- Strong organizational and time management skills
- Advanced knowledge of Microsoft Office suite
- Strong data analysis skills
- Ability to work independently and as part of a team to meet expected deadlines and schedules
- Adept at problem solving, creating contingency plans and handling issues when necessary
- Strong client service orientation and attention to detail
- Ability to develop complex or multiple program partnerships and funding sources
- Ability to oversee and direct staff
- Knowledge of managing budgets and developing financial plans

Skills Preferred

- Advanced accounting skills
- Familiarity with Rice’s systems, policies and procedures
- Familiarity with Cayuse 424
- Familiarity with grant submissions
- Familiarity with Concur

Internal / External Contacts

Internal: Frequent contact with faculty, staff from departments across the Rice University campus, and students at the undergraduate, graduate, and postdoctoral level

External: Contact with high profile visitors, researchers, faculty, government officials, corporate executives, caters and other event support vendors, and conference planners

Physical Demands

- Must be able to move event-related materials to and from event sites
- Must be able to lift and carry up to 20 pounds
- Must be able to travel to other campus offices or event sites

Working Conditions

Pleasant office atmosphere. May have long periods using the computer. Some weekends and long hours will be required in conjunction with special programs and events.

Essential Personnel

Position is not considered essential during a campus emergency.

Rice University Standard of Civility

Serves as a representative of the University, displaying courtesy, tact, consideration and discretion in all interactions with other members of the Rice community and with the public.

Security Sensitive

As defined under the Texas Education Code and Rice Policy No. 425, this position is security sensitive and employment in this position is contingent upon the successful completion of a background check.

Special Instructions to ApplicantsQuick Link for Posting Functions

- Administers program operations, ensuring efficient, effective and productive operations
- Creates and implements plans to achieve program objectives and mission
- Interprets, implements, and ensures compliance with policies and regulations and recommends changes to procedures and processes
- Analyzes data, identifies trends, develops reports and recommends and implements changes to improve alignment with institutional mission and goals
- Creates and implements outreach plans that may include relationship development, communications, event and conference management
- Provides support in developing relationships with internal and external entities
- May assist with fundraising event activities
- Creates budget plans, monitors and approves expenditures, develops reports, conducts analyses and manages and maintains financial records
- For academic programs, may be responsible for graduate student recruitment and admissions, student records, curriculum support, coordinating the accreditation process, managing scholarships and fellowships, and monitoring student progress
- May supervise small staff (up to three full time staff)
- Performs all other duties as assigned

Additional Functions or Information

- Assists with organizing, planning, and event setup for the SCI

Job Duties

Applicant DocumentsRequired Documents
  1. Resume
Optional Documents
  1. Cover Letter
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a bachelor's degree?
    • Yes
    • No
  2. * How many years of related administrative and budget experience do you have?
    • None
    • 6 months
    • 1 year
    • 2 years
    • 3 years
    • 4 years
    • 5 and more years
  3. * Have you ever worked with budgets? If yes, please describe your work.

    (Open Ended Question)

  4. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)

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