Department Coordinator at Rice University

Houston, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

05 Jun, 26

Salary

55000.0

Posted On

07 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Financial Processing, Compliance Knowledge, Resource Management, Record Keeping, Logistics Coordination, Program Operations Support, Written Communication, Verbal Communication, Prioritization, Time Management, Customer Service, ERP Systems, Financial Management Software, Budget Management, Event Coordination, Mentoring

Industry

Higher Education

Description

Special Instructions to Applicants: All interested applicants should attach a resume in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues. About Rice: Boasting a 300-acre, tree-lined campus in Houston, Texas, Rice University is ranked among the nation’s top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio and a residential college system that supports students intellectually, emotionally, and culturally through social events, intramural sports, student plays, lecture series, courses, and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities. Rice is also a wonderful place to work. Rice faculty, staff, and students share values that are essential to our success as a healthy community. These values guide our decisions and behaviors and shape Rice’s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community, and Excellence. Position Summary: The Department of Physics and Astronomy seeks a Department Coordinator to provide administrative and operational support to the Department of Physics and Astronomy. In this role, the Department Coordinator will assist the department with various functions while collaborating closely with the Senior Department Administrator to advance the department’s strategic and operational goals. Ideal Candidate Statement: The ideal candidate functions well in a high‑workload environment that requires prioritization and the ability to meet deadlines. They take initiative, exercise independent judgment, and are proactive, detail‑oriented, and effective communicators both orally and in writing. They have experience with financial processing (such as reimbursements and purchasing) and compliance knowledge, demonstrating sound judgment in resource management. The candidate collaborates effectively with faculty, staff, students, and visitors. They are diligent about maintaining records, coordinating logistics, and supporting program operations, bringing a collaborative approach and steady presence to their work. Workplace Requirements: Hybrid position: This position is offered as a hybrid role after a probationary period, combining both in‑office and remote work to provide flexibility and support collaboration. Per Rice policy 440 [https://policy.rice.edu/440], work arrangements may be subject to change. Hiring Range: $52,000 – $55,000 *Exempt (salaried) positions under FLSA [https://knowledgecafe.rice.edu/fair-labor-standards-act-flsa] are not eligible for overtime. Minimum Requirements: * Bachelor’s degree * In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year‑for‑year basis may be substituted * 1+ years of related administrative experience * In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year‑for‑year basis may be substituted * Skills: * Ability to learn new strategies * Strong written and verbal communication skills * Ability to work well under pressure and manage multiple projects simultaneously * Good organizational and time‑management skills * Strong customer service skills * Proficiency with Enterprise Resource Planning (ERP) systems and financial management software (e.g., Oracle, SAP, or similar), or a demonstrated ability to quickly master complex institutional databases and financial platforms * Intermediate knowledge of word processing, spreadsheet, email, and database software programs * Ability to work independently and as part of a team to meet expected deadlines and schedules * Attention to detail * Ability to develop program partnerships and funding sources * Basic knowledge of managing budgets and developing financial plans Essential Functions: Event Coordination & Outreach * Administer the daily operations and logistics for departmental events, including seminars, colloquia, guest lectures, and social gatherings (e.g., picnics, ice cream socials) * Coordinate guest speaker itineraries, including travel arrangements and transportation; process guest speaker and visitor reimbursements * Implement outreach and communications, including creating promotional flyers and managing weekly event emails, to ensure high visibility for departmental programs * Manage on‑site event logistics, including room setup/takedown, catering orders, parking vouchers, and equipment needs Departmental Operations & Finance Support * Provide administrative support to faculty, staff, and students, managing essential logistics and financial records to ensure smooth day‑to‑day departmental and program operations * Assist faculty with academic logistics, including coordinating exam/homework drop‑off and pickup, and assist with grade‑related tasks as needed * Manage departmental scheduling, oversee the University calendar, and maintain the conference room reservation system * Oversee mail distribution and workroom operations for assigned locations (Herman Brown Hall and Brockman Hall) * Monitor and execute departmental purchasing for office inventory, supplies, and event catering while ensuring adherence to budget guidelines * Manage departmental credit cards for event‑related expenses and handle vendor payments for essential services (e.g., water, shredding, copier maintenance) * Serve as the primary point of contact for building maintenance requests to ensure a functional work environment * Oversee and mentor undergraduate student workers, including hiring, training, and managing work schedules to ensure front‑desk coverage and operational support * Perform all other duties as assigned Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits [https://knowledgecafe.rice.edu/benefits] Rice Mission and Values: Mission and Values | Rice University [https://www.rice.edu/mission-values] Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University’s Human Resources Office via email at facstaffada@rice.edu for support. If you have any additional questions, please email us at jobs@rice.edu [jobs@rice.edu] . Thank you for your interest in employment with Rice University.

Responsibilities

The Department Coordinator will provide essential administrative and operational support to the Department of Physics and Astronomy, collaborating with the Senior Department Administrator to achieve strategic and operational objectives. Key functions include administering daily operations and logistics for departmental events, managing financial processing like purchasing and reimbursements, and overseeing general departmental operations and support for faculty and students.