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Program Coordinator

Posting Details

Position Information

Job Title Program Coordinator
Department Rice Office of STEM Engagement
Full Time/Part Time Full-Time
Requisition Number S18062
Open Date 08/10/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 8 a.m. to 5 p.m., may change depending on workload. Some evenings and weekends may be required.

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Program Coordinator coordinates various administrative functions and operations for the Rice Office of STEM Engagement (R-STEM) and the related year round and summer programs such as enrollment, program logistics, teacher recruitment, processing payments, writing reports and responding to inquiries. This position manages the program budgets, reconciles statements, processes purchase orders and reimbursements and tracks and monitors expenditures.

This position is funded on soft money and contingent upon available funds.

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

Administrative and/or program coordination experience in an office or academic setting.

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 working in an academic institution.
- Experience coordinating academic programs.
- Experience coordinating seminars, workshops, or other events.
- Experience in customer service.

License/Certification Required


License/Certification Preferred


Skills Required

- Knowledge of Microsoft Office products including Word and Excel. Strong editorial skills.
- Must have experience using budgeting software.
- Excellent communication skills, both written and verbal.
- Must be able to work independently, with little supervision, and have good time management skills.
- Must be detail-oriented.
- Ability to multitask, plan and organize multiple projects.

Skills Preferred

- Bilingual in Spanish
- Experience with Adobe Suite
- Experience with Concur financial software

Internal / External Contacts

The Program Coordinator will be in contact with all the stakeholders of the Office of STEM Engagement such as other Rice departments, general public, faculty, interns, volunteers, etc.

Physical Demands

- Must be able to work in an office environment, often at a computer workstation for much of the day.
-Must be able to move between buildings widely separated on campus.
- Ability to lift, push, pull and/or carry up to 35lbs of materials associated with the program(s).

Working Conditions

Non-smoking environment. Occasional evening hours may be required for events and programs throughout the calendar year. Domestic travel in the Houston Metro area with personal vehicle is required, to procure program supplies and to courier time-sensitive documents to stakeholders, businesses and program participants.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting

Job Duties

Job Duty Name Financial Coordination:
Description of Job Duty

- Prepares purchase orders and check requests, processes travel expense forms and invoices, tracks purchasing card charges, and reconciles statements.
- Maintains records of income and expenses.

Percentage of Time 15
Job Duty Name Program Coordination:
Description of Job Duty

Coordinates various administrative functions and operations for the Office of STEM Engagement (R-STEM). Duties include:
- Coordinates the enrollment process which includes collecting course fee payments, processing refunds, and printing certificates and name tags.
- Coordinates program logistics which include making travel, A/V, and catering arrangements, preparing class materials, securing a space, promoting the event, etc.
- Recruits and selects teachers to participate in R-STEM programs throughout the year.
- Responsible for tracking and monitoring enrollment.
- Processes registration and stipend payments.
- Writes and edits reports to summarize program outcomes.
- Responds to program inquiries.
- Coordinates and processes mailings, such as certificates.
- Orders and organizes materials.
- Processes room reservation requests (meetings, workshops, etc.).

Percentage of Time 50
Job Duty Name Administrative Coordination:
Description of Job Duty

- Updates existing administrative processes and procedures with the assistance of the Program Manager and Director of Programs and Operations.
- Serves as contact for outside vendors including office equipment, service contractors, office supplies, and couriers.
- Manages and maintains inventory list of all R-STEM supplies and materials (both general office and program).
- Organizes and maintains offsite storage unit.
- Updates R-STEM calendar with staff meetings and deadlines, class information, and application deadlines.

Percentage of Time 30
Job Duty Name Other:
Description of Job Duty

- Other duties as needed.

Percentage of Time 5

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
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 administrative and/or program coordination experience in an office or academic setting, 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. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)