Program Administrator III

Rice University; Houston (TX); On-site; USD 65,000 - 70,000; Full time

Job summary

Rice University in Houston, TX seeks a Program Administrator III within the Department of Civil and Environmental Engineering to provide advanced program and administrative support to the Department Chair. The role coordinates complex department-wide events, supports strategic planning and communications, and cultivates engagement with alumni, industry partners, and other stakeholders.

Working under the Department Chair and Senior Department Administrator, the Program Administrator III

Qualifications

• Bachelor’s degree required; substitution with related experience allowed year-for-year.
• 2+ years of related experience in program administration, office administration, event planning, or executive support.
• Additional related education may substitute for experience on a year-for-year basis.

Responsibilities

• Provides advanced support to the Department Chair, including calendar coordination and correspondence.
• Supports planning and execution of the department’s strategic plan by coordinating activities and preparing materials.
• Plans and executes department events, including monthly meals, graduate poster session, Town Hall, Alumni Weekend, and luncheons.
• Develops event workplans, timelines, communications, invitations, registration, vendor arrangements, and post-event follow-up.
• Coordinates engagement with alumni, industry partners, advisory boards, students, and stakeholders; maintains records.
• Supports faculty meetings, department committees, and advisory board with scheduling and materials.
• Administers program operations, establishes efficient processes, and ensures timely completion of activities.
• Creates outreach and communications plans across email, web, print and other channels.
• Interprets policies, collects/analyzes information, prepares reports, and recommends improvements.
• Supports student organizations and represents the department at university meetings and with external partners.

Skills

Organization

Time management

Project coordination

Written communication

Verbal communication

Interpersonal skills

Customer-service

Microsoft Office & Google Workspace

Education

Bachelor’s degree

Job description

JOB DESCRIPTION

The Program Administrator III in the Department of Civil and Environmental Engineering provides advanced program and administrative support that facilitates the Department Chair’s effective leadership of the department. The position coordinates complex department-wide events and initiatives; supports strategic planning and communications; cultivates engagement with alumni, industry partners, and other stakeholders; and provides operational support to faculty committees and advisory groups.

Position Summary

The Program Administrator III in the Department of Civil and Environmental Engineering provides advanced program and administrative support that facilitates the Department Chair’s effective leadership of the department. The position coordinates complex department-wide events and initiatives; supports strategic planning and communications; cultivates engagement with alumni, industry partners, and other stakeholders; and provides operational support to faculty committees and advisory groups. Working under the general supervision of the Department Chair and in close partnership with the Senior Department Administrator, the Program Administrator III independently plans and executes assigned programs and projects, anticipates needs, and represents the department professionally with internal and external audiences. The role requires sound judgment, exceptional organization, strong writing and interpersonal skills, and the ability to manage multiple priorities and deadlines.

Ideal Candidate Statement

The ideal candidate is a highly organized and proactive professional with strong event-planning, writing, and communication skills. They can manage multiple priorities, anticipate needs, and work collaboratively with faculty, staff, students, alumni, industry partners, and other stakeholders while providing professional support to the Department Chair and departmental programs.

About George R. Brown School of Engineering and Computing

The George R. Brown School of Engineering and Computing ranks among the top 20 undergraduate engineering programs (US News & World Report) and is strongly committed to nurturing the aspirations of faculty, staff, and students in an inclusive environment. We seek greater representation of women, minorities, people with disabilities, and veterans in disciplines in which they have historically been underrepresented; to attract international students from a wider range of countries and backgrounds; to accelerate progress in building a faculty and staff who are diverse in background and thought, and we support an inclusive environment that fosters interaction and understanding within our diverse community.

Workplace Requirements

This position is primarily on‑site at Rice University in Houston, Texas. Evening or occasional weekend work may be required to support department events. The position may be eligible for a flexible work arrangement after an introductory period, subject to departmental needs and Rice policy 440.

Hiring Range: $65,000–$70,000/year

• Exempt (salaried) positions under FLSA are not eligible for overtime.
• This is a regular, full-time, benefits eligible position.

Minimum Requirements

• Bachelor’s degree.
  • In lieu of the education requirement, additional related experience above and beyond the required experience may be substituted on an equivalent year-for-year basis.
• Two or more (2+) years of related experience in program administration, office administration, event planning, executive support, or a related area.
  • Additional related education may substitute for the experience requirement on an equivalent year-for-year basis.

Skills

• Strong organizational, time-management, and project-coordination skills.
• Demonstrated ability to plan and execute events and manage multiple priorities and deadlines.
• Strong written and verbal communication skills, including the ability to draft and edit professional correspondence and program communications.
• Strong interpersonal and customer-service skills, with the ability to work effectively with diverse internal and external stakeholders.
• Ability to exercise sound judgment, anticipate needs, solve problems, and develop appropriate contingency plans.
• Ability to work independently and collaboratively while maintaining professionalism, discretion, and attention to detail.
• Proficiency with Microsoft Office, Google Workspace, and related administrative and event-management tools.

Preferences

• Experience planning complex events in a university, nonprofit, professional association, or similarly complex organization.
• Experience providing executive-level administrative support and supporting alumni relations, industry engagement, advisory boards, or external partnerships.
• Experience drafting and editing professional communications and using data tracking, reporting, event-management, or customer relationship management tools.

Essential Functions

• Provides advanced support to the Department Chair, including calendar coordination, meeting preparation, correspondence, stakeholder communications, and follow-up.
• Supports planning and execution of the department’s strategic plan by coordinating activities, monitoring progress, gathering information, and preparing communications, reports, and other materials.
• Plans and executes department events, including monthly meals, the graduate poster session, CEE Town Hall, Alumni Weekend activities, and industry roundtables and luncheons.
• Develops event workplans, timelines, communications, promotional materials, invitations, registration processes, vendor arrangements, catering, facilities and audiovisual logistics, and post‑event follow‑up and assessment.
• Coordinates engagement with alumni, industry partners, advisory board members, university colleagues, students, and other stakeholders and maintains records.
• Supports faculty meetings, department committees, and the CEE Advisory Board through scheduling, agenda development, meeting materials, catering, action‑item tracking, and follow‑up.
• Administers program operations and special projects, establishes efficient processes, and ensures activities are completed accurately, on time, and in alignment with department goals.
• Creates and implements outreach and communications plans for department programs and initiatives across email, web, print, and other appropriate channels.
• Interprets and applies university and department policies; collects and analyzes information; prepares reports; and recommends improvements to program procedures and effectiveness.
• Provides support to departmental student organizations and other initiatives; represents the department at university meetings and with external partners; and performs other duties as assigned.

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

Rice Mission and Values

Mission and Values | Rice University

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 [e-mail] for support.