Position Details
POSITION INFORMATION
Job Title
Department Coordinator
POSITION DETAILS
Rice University Standard of Civility
Serves as a representative of the University, displaying courtesy, tact,
consideration and discretion in all interactions with other members of
the Rice community and with the public.
Position Summary
The Department Coordinator assists in the management of department
funds and in the preparation of the department’s annual budget. The
Department Coordinator plans and coordinates departmental events,
provides academic support, and coordinates program, human resources
and grant functions for the department.
Education Required
HS Diploma or equivalent
Specify Concentration / Degree Type
Substitution for Education Requirement
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statements
Experience may not be substituted for the education requirement.
Education Preferred
Bachelor’s degree.
Experience Required
5 years
Specify Type of Experience
Experience providing advanced administrative support, with at least two
years of experience assisting with budget management and/or
preparation.
Substitution for Experience Requirement May substitute additional related education, above and beyond what is
Click here for a list of approved
required, on an equivalent year for year basis in lieu of the experience
statements
requirement.
Experience Preferred
-More than five years of experience providing advanced administrative
support
-Experience working in a higher education environment
License/Certification Required
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statements
License/Certification Preferred
Other Skills Required
-Excellent time management skills
-Organizational and planning/problem solving skills
-Excellent written and verbal communication skills
-Ability to interact well with a variety of personalities and individuals at
all levels
-Basic accounting skills and familiarity with financial statements
-Computer proficiency to include PC platforms and Microsoft Office
-Ability to handle and work well under pressure
-Be multi-task oriented and capable of prioritizing workloads to meet
deadlines
-Ability to work independently with minimal supervision
-Customer service oriented
Other Skills Preferred
-The ability to supervise others
-Advanced proficiency with Microsoft Office
-Familiarity with Google Docs and Google Calendar
-Advanced accounting skills
Supervisory Responsibilities
May direct the work of student assistants, administrative support staff
(Provide position or job title and number and/or temporary employees.
of each supervised. Do not use
employee names.)
Fiscal Responsibilities
(Include budgeting, approval privileges
on purchase orders, check requests,
reporting and auditing functions.)
Monitors and tracks department funds, prepares, approves, and
reconciles expenditures, transfers, expense allocations, business and
entertainment statements, reconciles financial transactions on a
monthly basis, assists in the preparation of the department’s annual
budget, authorizes purchasing card reallocations to appropriate funds,
authorizes student worker payroll payments, produces budget reports.
Security Sensitive
Yes
If security sensitive, this position will
Have access to master key
Handle cash
Have access to a computer terminal
Internal / External Contacts: List
individuals with whom the incumbent
will have contact. Indicate the type and
frequency of contact (greeting visitors,
negotiating contracts, answering
questions).
This position has daily contact with faculty, staff, students, internal and
external vendors, and maintenance staff.
Physical Demands: List only those
physical requirements that are essential
to the job and/or cannot be easily
accommodated.
Ability to work in front of a computer for up to 8 hours a day.
Working Conditions
(e.g. Weekend/evening work, travel,
inclement weather, hazards)
This position will be required to work after hours and on weekends,
typically a few times a year.
Essential Functions
A Department Coordinator is typically responsible for at least two business functions in the
department and may provide advanced administrative support to the department and/or
faculty and staff. Duties for a Department Coordinator may include any of the following:
Percent of
total time:
Essential Job Duties:
BUDGETARY/FINANCIAL:
- Assists in the management of department funds to ensure adequate funding throughout the fiscal year and
compliance with university policies and procedures.
- Monitors and tracks department funds to ensure adequate funding throughout the fiscal year.
- Prepares, approves, and reconciles expenditures, transfers, expense allocations, business and
entertainment statements, etc.
- Reconciles financial transactions on a monthly basis.
- Assists in the preparation of the department’s annual budget which includes analyzing the previous year’s
expenditures and forecasting future needs and expenses.
- Authorizes purchasing card reallocations to appropriate funds.
- Authorizes student worker payroll payments.
- Produces budget reports.
EVENTS:
- Plans, coordinates and promotes department events.
- Updates departmental calendars, secures the event location, orders food, refreshments and other event
related materials.
- Coordinates activities during events.
- Publicizes the event by creating and distributing event communications.
- Coordinates speaker's on-campus schedule and travel arrangements.
- Tracks and monitors event budgets.
ACADEMIC SUPPORT:
- Organizes and maintains the files for faculty searches, requesting any additional information needed by the
search committee. This may include drafting correspondence to potential candidates, scheduling campus
visits, handling candidates’ expense reimbursements, and preparing institutional paperwork for completing
the hiring process on the selected candidate.
- Prepares memoranda, reports, letters, promotional files, candidate files, etc.
- Disseminates information to faculty, tracks faculty reappointments, leaves, etc.
- Maintains and manages faculty personnel files.
- Prepares promotion and tenure dossiers.
PROGRAM COORDINATION:
- Serves as the students' liaison to aid in their success in the program.
- Interprets and explains departmental policies, program responsibilities and procedures, directs students on
the completion of required forms, documentation of achievement and milestones, etc.
- Ensures students compliance with program requirements and monitors student's progression to ensure
continued progress towards completion of the degree requirements. Monitors GPAs, ensures submission of
progress reports and reminds students of thesis proposal and candidacy deadlines.
- Coordinates with faculty advisors regarding students' progress and compliance with policies and
procedures, keeping them up to date accordingly.
- Maintains student records.
- Reviews and submits candidacy documents and graduation materials.
- Monitors stipend and tuition support. Consults with faculty and ensures accurate completion and
submission of stipend related documents. Maintains payroll records for each student.
HUMAN RESOURCES:
- Acts as a liaison with the Human Resources and Payroll Departments for any related inquires.
- Initiates actions in the university's on-line job description and staff recruitment system and coordinates
with managers in revising and updating job descriptions for personnel. Monitors applicant pools and works
with hiring authorities to close job postings once a sufficient applicant pool is attained.
- Maintains all personnel records for the department (including job description, time and attendance reports,
timesheets, PAFs, etc.).
- Posts student worker job openings on Rice's Job Board.
- Prepares personnel action forms for the department.
- Coordinates and receives quarterly time and attendance records, forwarding calendar year-end records to
Human Resources.
- Collects, reviews, and delivers bi-weekly and student timesheets to the Payroll Department in accordance
with payroll deadlines.
GRANT ADMINISTRATION:
- Coordinates post grant award administration, including monthly reporting to faculty of fund balances,
expenditures, projections, etc.
- Reconciles grant and contract expenditure paperwork to the proper fund.
- Prepares grant funding reports such as renewal reports and others as required by the funding agency.
- Coordinates the research proposal process and other requests for funding to ensure the inclusion of all
elements required for submission to a funding agency and compliance with university policies.
May be responsible for providing administrative support to senior administrators
and/or faculty:
ADMINISTRATIVE SUPPORT:
- Maintains the calendar and schedule, including scheduling of appointments and meetings.
- Prepares correspondence, including confidential documents; prepares spreadsheets, organizational charts,
mail-outs, etc.
- Maintains pending files and follows up on items due from other members of the department.
- Coordinates domestic and international travel.
- Prepares travel and entertainment expense envelops for approval.
- Reconciles and reallocates purchasing card charges.
- Tracks monthly expenditures on discretionary funds.