Program Coordinator

Posting Details

Position Information

Job Title Program Coordinator
Department Office of the Registrar
Full Time/Part Time Full-Time
Requisition Number S18051
Open Date 08/02/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

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

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Program Coordinator is responsible for coordinating day-to-day activities within the Office of the Registrar. Primary functions include the wide variety of complex tasks associated with Rice’s undergraduate summer program, and the registration and student records management of all visiting student programs throughout the year.

The Program Coordinator coordinates with academic departments and corresponding academic deans’ offices to shape the summer course offerings. S/he monitors course enrollment status, manages summer application process, coordinates summer registration and grade processes, monitors related financials, and various other program logistics.

The Program Coordinator coordinates all visiting student programs throughout the academic year, including (but not limited to) the inter-institutional visiting student, the visiting post-baccalaureate (VPB) and visiting researcher programs, managing the required paperwork and registration, etc.

The Program Coordinator serves as the Office of the Registrar point-of-contact for information on the summer program and all visiting student programs, interacting with both on- and off-campus constituents, including parents and prospective students.

The Program Coordinator serves as a customer service representative for the Office of the Registrar and assists in other office functional tasks (e.g. miscellaneous data and reporting, General Announcements, etc.).

Education Required HS Diploma or equivalent
Concentration / Degree Type
Substitution for Education Requirement

Experience may not be substituted for the education requirement.

Education Preferred

Advanced degree.

Experience Required 5 years
Type of Experience

Administrative support experience.

Substitution for Experience Requirement

May substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement.

Experience Preferred

- Experience in an educational (university or college) environment highly preferred.

- Experience coordinating and managing a project or program highly preferred.

- Previous experience in a registrar’s office highly desirable.

- Experience with the Ellucian Banner system (particularly the Banner-Student module) highly preferred.

- Experience with the Ellucian Degree Works preferred.

- Experience with the CourseLeaf CAT preferred.

License/Certification Required
License/Certification Preferred
Skills Required

- Requires excellent interpersonal skills, position requires extensive interaction with a variety of university administrative and academic offices. Should possess the ability to work effectively with a wide range of constituencies in a diverse community.

- Requires a high level of business acumen and maturity, including the ability to maintain confidence with sensitive student records information.

- The ability to work in a collaborative results-oriented environment; consistently exercise initiative, tact, diplomacy, and professionalism.

- Should possess both the ability to work as a team member and independently with minimal supervision.

- Requires excellent oral and written communication skills. Should possess the ability to communicate effectively with management and possess the ability to present abstract concepts both orally and in writing.

- The ability to work within a fast-paced environment with changing priorities, critical deadlines and the need for multi-tasking.

- Must possess excellent organizational skills and the ability to manage and prioritize work assignments.

- High degree of accuracy and an uncompromising attention to detail.

- Tested and proven advanced competency with Microsoft Office and standard applications (Excel, Word, PowerPoint, and Outlook).

Skills Preferred

Knowledge and experience with educational academic curriculum: the relationship between degrees, majors and minors, concentrations, etc.

Internal / External Contacts

The Program Coordinator has routine, daily contact with a very wide range of members of the university community, including students, alumni, faculty and instructors, academic school and department staff, etc. Additionally, this position interacts regularly with patrons from outside the community, including prospective students, parents, high school counselors, etc.

Position requires considerable interaction with others, answering questions, advising, providing procedure and academic policy information, all the while performing exceptional customer service, in person, on the phone, and via electronic mail.

Works closely with university academic departments and Dean’s Offices, Admissions, Athletics, Academic Advising, Financial Aid, the Office of International Students and Scholars, Student Health Services, the Cashier’s Office, the Budget Office, etc.

Physical Demands

Must be able to work in an office environment, often at a computer workstation for much of the working day. Must be able to move between buildings (and a parking lot) widely separated on a college campus.

Working Conditions

Due to seasonal activity, job duties may require additional hours and availability outside normal working hours. May require flexibility to adjust work schedule from time to time to work early or later than regular schedule.

Security Sensitive Yes
Special Instructions to Applicants

In order to be considered, all applicants must submit a writing sample. This writing sample should describe a project that the applicant has managed.

Applicants invited for interviews may also be required to demonstrate their skills in Microsoft Word, Excel, PowerPoint, and Outlook and in various communications skills, such as spelling, punctuation, grammar, and syntax.

Quick Link for Posting

Job Duties

Job Duty Name Registration and Student Records Management
Description of Job Duty

- Coordinate and manage corresponding student paperwork and registration for all visiting student programs, throughout the academic year.

- Review data requests for accuracy and completeness.

Percentage of Time 20
Job Duty Name Customer Service & Communication
Description of Job Duty

- With the various inter-institutional programs that Rice participates in, serve as primary point of contact with those institutions, manage paperwork and registration from inter-institutional visiting students, etc.

- With summer program, serve as the primary point of contact for prospective and enrolled students, parents of students, high school counselors, program faculty and instructors, academic department staff, etc.

- Has shared responsibility for the content on the Office of the Registrar web pages (particularly those associated with visiting students and summer programs, etc.). Contribute toward the development and editing of web site informational text to communicate policies/procedures/etc., to the university community and outside.

- Serve as backup for Office of the Registrar front desk staff, as necessary.

Percentage of Time 20
Job Duty Name Operations
Description of Job Duty

- Coordinate and monitor the day-to-day operations of the university’s summer program.

- Propose and develop summer academic calendar session start and end dates, coordinate and finalize with input from the Cashier, academic departments, and Athletics.

- Coordinate with academic deans offices, schools and departments to determine courses to be offered, making recommendations based on student demand, etc. for the summer program.

- Provide appropriate information to the Budget Office for the summer program.

- Ensure all website information is current and up-to-date for visiting student programs, and the summer program.

- Intake, evaluate, and process all visiting student admissions applications. Coordinate with relevant academic and administrative departments on the processing of the applications.

- Regularly monitor course enrollments, including level and status of enrolled students.

- Register and orient all visiting students, coordinate with Rice Honor Council re visiting student Honor Code responsibilities, etc.

- Monitor academic calendar dates and deadlines, ensure timely entry of grade submission, end of session (and end-of-semester) processing, official transcripts updates and processing, etc.

- Assist in the annual production of the General Announcements.

- Other duties as assigned.

Percentage of Time 40
Job Duty Name Financial
Description of Job Duty

- Assist academic departments and academic school deans’ offices on the instructor paperwork for summer course offerings.

- Perform miscellaneous financial duties associated with the summer program, relaying specific information to departments as delegated by the Budget Office.

- Maintain basic data and information on each summer course for financial feasibility assessment by school deans’ offices.

Percentage of Time 5
Job Duty Name Miscellaneous Duties
Description of Job Duty

- Assist with other Office of the Registrar functions and tasks, providing back-up support as needed and assigned. Assist in the ongoing development of OTR documentation, user guide, monthly task schedules and annual project calendar.

Percentage of Time 15

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. Writing Sample
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent?
    • Yes
    • No
  2. * Do you have five years of related administrative support experience or additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement?
    • Yes
    • No
  3. * Why are you interested in working for Rice University?

    (Open Ended Question)

  4. * What specific skills do you have that relate to this particular job?

    (Open Ended Question)

  5. * What are your technical (computer) strengths and weaknesses?

    (Open Ended Question)