Program Administrator II

Special Instructions to Applicants: All interested applicants should attach a resume in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.

Position Summary:

The Program Administrator II supports the daily administrative and operational needs of Dr. Szablowski's Laboratory for Noninvasive Neuroengineering in Rice University's Department of Bioengineering. Working closely with the principal investigator, lab members, and university partners, this position coordinates the administrative activities that support multiple research projects and related lab operations. Responsibilities include compliance and reporting support, scheduling, purchasing and timekeeping assistance, project documentation, service renewals, and equipment-related coordination. The role is expected to proactively anticipate administrative needs, initiate and independently carry routine processes through completion, and maintain reliable follow-through without requiring day-to-day direction from the principal investigator. The position keeps the principal investigator appropriately informed of progress, deadlines, and exceptions requiring a decision.

More information about the Szablowski lab:

https://www.szablowskilab.org

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.

Ideal Candidate Statement:

The ideal candidate is a proactive, dependable, and service-oriented administrator who takes ownership of the lab's routine administrative work. They anticipate upcoming needs and deadlines, initiate appropriate action, obtain needed information from lab members and university partners, and follow each item through completion. They are highly organized, attentive to detail, and comfortable managing multiple administrative priorities in a fast-paced research environment with limited day-to-day direction. They communicate clearly, exercise sound judgment, and keep the principal investigator informed primarily when a decision, approval, or escalation is needed. Experience supporting research or another complex technical environment would be particularly valuable.

Workplace Requirements:

This position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range: $50,000 annually, commensurate with experience

• Exempt (salaried) positions under 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, may be substituted on an equivalent year-for-year basis.

• One or more (1+) years of related administrative or program coordination experience.

Skills:

• Strong written and verbal communication skills.
• Strong organizational and time-management skills, with the ability to prioritize and track multiple deadlines.
• Ability to work independently and collaboratively with faculty, staff, students, and university partners.
• Attention to detail and accuracy in scheduling, purchasing, documentation, and recordkeeping.

Sound judgment and the ability to resolve routine issues and escalate more complex matters appropriately.

• Proficiency with Microsoft Office and the ability to learn Rice systems and other administrative tools.
• Ability to collect, organize, and summarize information for routine reporting and operational follow-through.

Preferred Qualifications:

• Experience providing administrative or program support in higher education, a research laboratory, or another technical environment.
• Familiarity with research-related administrative processes, including compliance or grant-reporting support.

Essential Functions:

• Administers the daily administrative operations of the lab with general guidance from the principal investigator.
• Coordinates calendars, meetings, lab activities, visitors, and related logistics; prepares materials and follows up on action items.
• Supports purchasing and expense processes by gathering documentation, initiating routine requests, tracking orders, and coordinating with university administrative partners.
• Assists with onboarding and offboarding logistics for lab staff, students, and visitors, including schedules, access, required forms, and coordination with relevant university offices.
• Maintains organized electronic records, recurring task lists, timelines, and status tracking; keeps the principal investigator informed of deadlines, outstanding items, and issues requiring attention.
• Coordinates routine administrative support for research compliance activities, software and service renewals, maintenance agreements, and equipment repair scheduling.
• Collects, organizes, and compiles information and documentation from lab members and the principal investigator in support of routine reports, proposals, submissions, and other research materials.
• Supports lab events, recruitment activities, and internal communications, including room reservations, schedules, materials, and follow-up.
• Serves as an administrative liaison between the lab and departmental, school, and central university offices.
• 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 facstaffada@rice.edu for support.

If you have any additional questions, please email us at jobs@rice.edu . Thank you for your interest in employment with Rice University.