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Office/Program Coordinator

Please see Special Instructions for more details.

Attach a writing sample regarding the following situation: Professor Watson was scheduled to meet with one of his graduate students, David Jones, at 3 p.m. on Monday, September 10. Due to unforeseen circumstances, the professor has to reschedule this meeting for a later date and has asked you to handle the logistics. Compose a short email to the student apprising him of the situation and inquiring about his availability for an alternative meeting date.

Posting Details

Position Information

Job Title Office/Program Coordinator
Department School of Social Sciences
Full Time/Part Time Full-Time
Requisition Number S18065
Open Date 08/09/2017
Close Date 09/22/2017
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

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

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Office/Program Coordinator provides advanced administrative support to the School of Social Sciences Dean’s Office and Master’s Degree programs. Duties include but are not limited to: managing the day-to-day administrative business of the Dean’s Office including fiscal support, coordinating non-tenure track faculty processes, and coordinating the master’s degree programs.

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

Experience may not be substituted for the education requirement.

Education Preferred

Bachelor’s degree.

Experience Required 5 years
Type of Experience

Related administrative support experience.

Substitution for Experience Requirement

May substitute up to two years of the required experience using college coursework on an equivalent year-for-year basis.

Experience Preferred

- Fiscal responsibility.
- More than five years of experience providing advanced administrative support.
- Experience working in a higher education environment.
- Experience working with graduate programs.

License/Certification Required
License/Certification Preferred
Skills Required

- Advanced proficiency with Microsoft Office, including Excel and Word.
- Advanced proficiency with Adobe Acrobat.
- High degree of confidentiality and discretion.
- Excellent interpersonal skills, both in person and over the phone. Ability to interact well with a variety of personalities and individuals at all levels.
- Excellent organizational skills and attention to detail with a high level of accuracy.
- Ability to prioritize and manage multiple tasks on a daily basis with constant interruptions.
- Ability to work well under pressure.
- Ability to meet deadlines without supervision.
- Proven ability to work collaboratively with other members of a team and willingness to tackle projects no matter how big or how small.
- Excellent communication skills, both oral and written, including the ability to independently compose correspondence in a number of formats (e-mail, letters, memos).
- Excellent time management and problem solving skills.

Skills Preferred

- Proficiency with Filemaker
- Experience with Banner
- Experience using Concur
- Experience with Rice Marketplace
- Experience with Website maintenance

Internal / External Contacts

The Office/Program coordinator is one of the first contacts for visitors or callers to the Dean’s office. This position has contact with faculty, staff and students as well as other Rice departments and offices. They will have contact with internal and external visitors to the Dean’s office and prospective students. This individual serves as a representative of the University, and must display courtesy, tact, consideration, and discretion in all interactions with members of the Rice community and with the public.

Physical Demands

Must be able to work at a computer for 8 hours per day. Ability to walk across campus for meetings and events. Ability to lift items up to 20 pounds if they need to be transported for events, storage, etc.

Working Conditions

8 a.m. to 5 p.m. with punctuality and regular attendance required. Occasional work outside normal business hours may be needed during special events but advanced notice will be given.

Security Sensitive Yes
Special Instructions to Applicants

Attach a writing sample regarding the following situation: Professor Watson was scheduled to meet with one of his graduate students, David Jones, at 3 p.m. on Monday, September 10. Due to unforeseen circumstances, the professor has to reschedule this meeting for a later date and has asked you to handle the logistics. Compose a short email to the student apprising him of the situation and inquiring about his availability for an alternative meeting date.

Quick Link for Posting http://jobs.rice.edu/postings/11459

Job Duties

Job Duty Name Office Coordination
Description of Job Duty

- Manages the day-to-day administrative business of the Dean’s office
- Orders supplies, office refreshments and equipment through Rice Marketplace
- Creates spending reports
- Responsible for equipment maintenance
- Prepares and processes check requests, invoices, deposits and internal department transactions (IDTs)
- Maintains invoice and check request files
- Approves and creates Concur expense reports/ reimbursements and ensures compliance with university guidelines
- Reviews policies and recommends changes as needed; assists in developing, revising and implementing procedures
- Updates Listserves
- Manages student, faculty, and staff awards
- Coordinates maintenance and facilities needs and processes work orders and approvals
- Acts as office safety representative
- Assists with School of Social Sciences events
- Sorts mail, answers phones, and stocks office refreshments
- Provides administrative support to the Assistant Deans

Percentage of Time 35
Job Duty Name Non-Tenure Track Faculty Coordination
Description of Job Duty

- Coordinates the process of academic visitors in the University’s Visitor portal system
- Manages the hiring, re-appointment, evaluations and termination processes for non-tenure track faculty, including adjunct, lecturer, and teaching professor appointments
- Drafts appointment and re-appointment letters for non-tenure track faculty
- Maintains non-tenure track database and files

Percentage of Time 25
Job Duty Name Master's Degree Programs Coordination
Description of Job Duty

Supports the master’s degree programs in a variety of administrative capacities, including but not limited to:
- Serves as the initial contact and informational resource for all prospective master’s students
- Generates and processes invoices, travel reimbursements, honorarium requests, check requests, financials transactions and reimbursements
- Manages master’s programs student records from recruiting to graduation and alumni records
- Assists with the recruiting efforts for the programs
- Coordinates master’s programs’ event logistics—orientation, social events, commencement; ad hoc events with visitors
- Assists in development and maintenance of each program’s websites and publications

Percentage of Time 35
Job Duty Name Other
Description of Job Duty

- Other duties as assigned.

Percentage of Time 5

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? Please note that you may substitute up to TWO years of the required experience using college coursework on an equivalent year-for-year basis.
    • Yes
    • No
  3. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)

  4. Please note that the writing sample must address the specific scenario outlined under Special Instructions to Applicants.

    (Open Ended Question)