Position Details
POSITION INFORMATION
Job Title
Program 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 Program Coordinator coordinates the department's graduate
student program. S/he guides students through each phase of the
program and must possess a thorough understanding of, and
departmental responsibility for, the requirements, policies and
procedures of the graduate program. S/he also provides financial,
event, and administrative support.
Education Required
HS Diploma or equivalent
Specify Concentration / Degree Type
Substitution for Education Requirement
Click here for a list of approved
statements
Experience may not be substituted for the education requirement.
Education Preferred
Bachelor's degree
Experience Required
5 years
Specify Type of Experience
Related experience in an administrative, project, event or program
coordination role.
Substitution for Experience Requirement Experience may not be substituted for the education requirement.
Click here for a list of approved
statements
Experience Preferred
- Experience in an academic setting, preferably departmental or
program administration.
License/Certification Required
Click here for a list of approved
statements
License/Certification Preferred
Other 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.
Other Skills Preferred
Supervisory Responsibilities
May supervise student workers.
(Provide position or job title and number
of each supervised. Do not use
employee names.)
Fiscal Responsibilities
(Include budgeting, approval privileges
on purchase orders, check requests,
reporting and auditing functions.)
Prepares and processes stipend requests for graduate program.
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.
Security Sensitive
Yes
If security sensitive, this position will
Have access to master key
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).
Students, faculty, staff, and visitors via phone, email and in person.
Physical Demands: List only those
physical requirements that are essential
to the job and/or cannot be easily
accommodated.
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
(e.g. Weekend/evening work, travel,
inclement weather, hazards)
Essential Functions
A Program Coordinator typically acts as the primary liaison for a specific program within a
department and coordinates its major functions. Program Coordinators that aren’t in
academic areas typically have a strong focus on event/project coordination. In addition,
they may provide financial and/or administrative support to the department. Duties for a
Program Coordinator may include any of the following:
Percent of
total time:
Essential Job Duties:
ACADEMIC 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 how to complete required forms, documentation of achievement and milestones, etc.
- Coordinates the application process including advising applicants of admissions procedures and program
requirements, emailing program information to prospective students, tracking applicant files in the Rice
database, collecting supporting application materials, preparing applicant files and facilitating faculty reviews
for admissions meeting, notifying all applicants of committee decisions.
- 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.
- Maintains information pertaining to external teaching opportunities for students, distributes information on
other professional and grant opportunities.
- Coordinates with the Registrar’s office to stay informed of important information or general announcements
that need to be relayed to students.
EVENT/PROJECT COORDINATION:
- 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.
BUDGETARY/FINANCIAL COORDINATION:
- Monitors and tracks program/project expenditures to ensure adequate funding throughout the year.
- Assists in the development of yearly program budgets. Produces 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.
- Prepares, processes, and maintains stipend payments and tuition records. Accurately completes paperwork
and resolves any payroll problems related to stipend issues. Ensures compliance with Office of Graduate and
Postdoctoral Studies and university guidelines.
- Receives and organizes receipts for student reimbursements, initiates check requests, and processes travel
envelopes. Monitors receipts and maintains records for compliance with university guidelines, accurately
completing and processing requests.
ADMINISTRATIVE SUPPORT:
- Manages Director's calendar and department calendar.
- Arranges Director's travel arrangements, including flight, lodging, etc.
- Prepares agenda for weekly staff meetings.
- Manages and organizes mail, supplies and supply depot, multi-purpose machines.
- Supports other faculty and staff as needed.
- Answers and directs phone calls and other general inquiries.
WEBSITE/COMMUNICATION COORDINATION:
- Coordinates the enhancement and maintenance of departmental websites.
- Produces, edits, updates, and posts online content in a content management system, various social media
outlets and other systems.
- Monitors the department’s web presence. Ensures that web pages are working effectively and monitors new
features, changes, marketing campaigns and programs to ensure that marketing objectives are met.
- Coordinates various communications, i.e., verbal, electronic, print media, etc. Authors and sends email
announcements.
- Coordinates the promotion of programs to increase student participation. This includes implementing
promotional plans, creating marketing materials and media and coordinating the production and distribution
of materials.