Program Administrator

Posting Details

Position Information

Job Title Program Administrator
Department Interdisciplinary Research Support
Full Time/Part Time Full-Time
Requisition Number S18133
Open Date 09/29/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

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

  • may need to adjust based on the workload requirements.
Benefits Eligible Yes
Eligible for Overtime No
Position Summary

The Program Administrator provides financial, event, and administrative support for the Interdisciplinary Research Support Office (IRSO) and its sub organizations, including program and event logistics, processing payments and reimbursements, assisting with reports and responding to inquiries. This position prepares and manages the program budgets, reconciles statements, processes purchase orders and reimbursements and tracks and monitors expenditures.

Education Required Bachelor's Degree
Concentration / Degree Type
Substitution for Education Requirement

Experience may not be substituted for the education requirement.

Education Preferred

Bachelor’s degree.

Experience Required 1 year
Type of Experience

Related experience in an administrative, project, event or program coordination role.

Substitution for Experience Requirement

Education may not be substituted for the experience requirement.

Experience Preferred

- Experience in an academic setting, preferably departmental or program administration.
- Experience coordinating academic programs.
- Experience coordinating seminars, workshops, or other events.

License/Certification Required
License/Certification Preferred
Skills Required

- Strong familiarity with basic MS Office software.
- Strong familiarity with all basic office hardware including but not limited to: computers, printers, telephones, photocopiers, faxes, and scanners.
- Ability to multi-task in a fast-paced environment.
- Strong problem-solving skills.
- Ability to work independently with minimal supervision and as a member of a team.
- Excellent written and oral communication skills.
- Strong organizational skills and the ability to meet deadlines.
- Strong attention to detail.

Skills Preferred

- Ability to multitask, plan and organize multiple projects.

Internal / External Contacts

External Contacts: Informs visitors (lecturers, prospective students, prospective faculty, and other non-Rice traveler(s) about University reimbursement policies. Contact with vendors and customers outside the University.

Internal Contacts: Daily contact with students, staff and faculty within IRSO and its sub organizations in regard to event coordination, financial projections, and general administrative support.

Physical Demands

Ability to move about campus; ability to lift up to 20 pounds. Ability to operate office equipment. Ability to work in front of a computer for up to 8 hours a day.

Working Conditions

- Working extended hours and/or on weekends may be required to meet deadlines.
- Smoke free environment.
- Some domestic travel to attend professional development workshops and conferences.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting

Job Duties

Description of Job Duty

- Coordinates program related events such as workshops, symposia, national and international collaborations, etc.
- Plans and organizes logistics for events, ensuring their smooth operation.
- Arranges for catering, AV equipment, travel accommodations, transportation, displays and other event needs.
- Negotiates event-related fees and honoraria agreements.
- Creates event programs and agendas.
- Staffs events to ensure its smooth operation and that all logistics and other event details are implemented as planned.
- Ensures logistics for invited guests are clear and complete, including travel, lodging, and catering arrangements.
- Selects and supervises student-employees and volunteers.
- Assists project managers to develop project deliverables and create project plans and timelines.
- Coordinates special projects, maintaining project plans, tracking completion of deliverables and other project milestones.
- Prepare and submit reports detailing project status.
- Schedules meetings to ensure the project schedule is maintained.
- Processes purchase orders and identifies the appropriate accounts.
- Tracks and monitors project budgets. Generates budget reports.
- Maintains project files, including documentation and correspondence.
- Communicates with outside consultants and contractors.
- Monitors project progress and provides timeline and projection reports for senior staff as requested.

Percentage of Time 40
Description of Job Duty

- Prepares and processes purchase orders, travel and entertainment expense envelopes, reconcile Pcard statements, prepare deposit vouchers and check requests in accordance with IRSO and university policies and procedures.
- Monitors and tracks program/project expenditures to ensure adequate funding throughout the year.
- Assists in the development of monthly financial reports and summaries.
- 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.
- Receives and organizes receipts for student reimbursements, initiates check requests, and processes travel expenses. Monitors receipts and maintains records for compliance with university guidelines, accurately completing and processing requests.
- Enters budget and other proposal documents into the Cayuse system.
- Reviews and processes IRSO and sub organizations’ daily accounting (travel, entertainment/business expense statements, check requests, interdepartmental and expense transfers, purchase orders, invoices, payables and receivables).
- Reviews monthly Banner statements: checks for discrepancies and prepares monthly report on over-expenditures in funds. Corrects problems.
- Purchasing Card management: expense reallocation; monitors expenditures for compliance with Rice accounting policies; reconciles receipts with monthly statements.
- Prepares monthly or periodic financial reports on various departmental expenditures (faculty, staff and student travel, office equipment/supply purchases, contributions to gift funds, participant and/or program stipends and material and supply purchases, etc.).
- Develops and maintains various comparative financial spreadsheets.
- Properly archive all financial records per University and/or funding agency guidelines/policies.
- Prepares Personnel Action Forms (PAFs), termination forms and time allocation forms and routes for signature approval.
- Reviews effort reports for accuracy and makes any needed adjustments/corrections. Will be responsible for effort report tracking, collection of required signatures and submission of reports to Research and Cost Accounting.

Percentage of Time 40
Description of Job Duty

- Provides executive support to faculty including managing calendars/email, coordinating meetings, maintaining files, preparing reports and assisting with special projects.
- Arranges faculty travel arrangements, including flight, lodging, etc., as needed.
- Updates IRSO sub organization communication (website, social media, etc) as needed.
- run errands on campus, as needed.
- Create and maintain database for various project attendance.
- Provide routine correspondence to visitors, answering inquiries by mail, email and via the internet.
- Assist with literature and internet searches .
- Provide support with research protocols and compliance.

Percentage of Time 20

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 bachelor's degree?
    • Yes
    • No
  2. * Do you have a year or more of experience in an administrative, project, event or program coordination role?
    • Yes
    • No
  3. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)