Rice University Undergraduate Coordinator in Houston, Texas

Position Information
Position Summary

The Undergraduate Coordinator provides administrative assistance for BioSciences professors, undergraduates, classes and teaching labs in respect to the administration and implementation of the undergraduate curriculum. Responsibilities include coordinating course schedules, classroom reservations, TAs, graders, grades, and the preparation of coursework and lab course materials when needed. The Undergraduate Coordinator will assist students, faculty and staff in all administrative aspects of the undergraduate program including but not limited to General Announcements, course listings, special registrations, declaration of majors, departmental annual reports, awards, and academic progress.

Education Required

HS Diploma or equivalent

Substitution for Education Requirement

Experience may not be substituted for the education requirement.

Education Preferred

Bachelor’s degree.

Experience Required

5 years

Type of Experience

Office experience in an administrative position.

Substitution for Experience Requirement

May substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement.

Experience Preferred

Experience working in higher education.

License/Certification Required

Not specified.

Skills Required
  • Ability to work under pressure to meet deadlines.

  • Ability to work with minimal supervision at times.

  • Ability to work with computers and Microsoft software products.

  • Attention to detail, excellent organization, communication, time management, and record keeping skills.

Skills Preferred
  • Attention to detail, excellent organization, communication, time management and record keeping skills.

  • High proficiency in MS Word, Excel and Outlook.

  • High proficiency with Google Calendars and Drive.

  • Ability to set priorities and meet strict deadlines.

  • Must be able to work independently.

  • Requires initiative, good judgment and discretion.

Internal / External Contacts

INTERNAL: Students, Staff, Faculty, and other Rice community members.

EXTERNAL: Potential faculty members, guest speakers, caterers, outside colleges, departments and external constituents.

Physical Demands
  • Must be able to lift and transport up to 20 pounds for event setup.

  • Ability to move across campus for meetings, deliveries and other miscellaneous purposes.

Working Conditions

May require occasional evening or weekend work not to exceed 40 hours per week without prior permission.

Security Sensitive


Quick Link for Posting


Job Duty Name


Description of Job Duty
  • Maintains records of all research students (on-campus or off-campus; paid or unpaid) and their hosts.

  • Serves as administrative interface with on & off campus faculty; sending and receiving confirmation and permission letters, fielding questions, etc.

  • Creates and maintains database to track undergraduate publications.

  • Assists with Summer Research Institute.

  • Assists in posting announcements to the BioSciences Opportunities Owl Space page.

Percentage of Time


Job Duty Name


Description of Job Duty
  • Creates statistical reports or demographic information regarding students, enrollment statistics and other program information for departmental annual report and other surveys.

  • Maintains faculty course assignments and faculty committee spreadsheets for the department chair.

  • Maintains undergraduate listserv membership, updating at the beginning of each semester and using listserv to distribute information to BioScience majors and minors.

  • Management of all matters relating to tracking majors and minors including but not limited to, assisting advising committees; responds to general queries from BioSciences undergraduate students, and appropriately filtering questions before forwarding to faculty.

  • Works with undergraduate awards committee to collect award, fellowship and other award nominations.

  • Works for Advising Committee to plan advising events, major declaration times.

  • Orders, dispenses, and collects faculty regalia for commencement.

  • Plans and executes the Commencement reception under the supervision of the Assistant Chair and in coordination with the Graduate Program Coordinator.

  • Updates basic content on the undergraduate section of the departmental website.

  • Sets-up and schedules prospective student meetings with advisors.

  • Provides curriculum assessment support as needed.

Percentage of Time


Job Duty Name


Description of Job Duty
  • Keeps up to date on new processes and procedures.

  • Works with faculty to complete the course schedules and course schedules via CourseLeaf.

  • Works with undergraduate programs committee to complete General Announcements.

  • Works with Registrar’s office to schedule classrooms for BioSciences courses.

  • Ensures special registration requirements are met and provides approval to students meeting those requirements.

  • Works with faculty to provide oversight for waiting lists.

  • Coordinates additional rooms for discussion groups, review sessions and special exams.

  • Work with faculty on grade entry for all BioSciences courses.

  • Maintains up-to-date information on the academic activities of the department, such as course offerings and teaching assignments.

  • Collects & uploads syllabi to Esther.

  • Works with faculty & bookstore to ensure textbook orders are completed.

  • Ensures Owl-Space site for each course/section, and access for faculty.

Percentage of Time


Job Duty Name


Description of Job Duty
  • Plans and makes purchases for courses and for other departmental events.

  • Works with Banner and Concur systems to clear purchases and or reimburse students.

  • Coordinates logistics for curriculum-associated student trips and field trips.

  • Occasionally fills in as back up to other positions within the department.

Percentage of Time


Job Title: Undergraduate Coordinator

Department: BioSciences at Rice

Full Time/Part Time: Full-Time

Requisition Number: S17166

Open Date: 10/18/2016

Close Date: 11/15/2016

Salary Information: Salary Commensurate with Experience and Qualifications.

Work Schedule: Monday through Friday, 8 a.m. to 5 p.m. Occasional evenings and weekends for special events.

Benefits Eligible: Yes

Eligible for Overtime: Yes