Administrative/Events Specialist I

Special Instructions to Applicants: All interested applicants must attach a cover letter and resume in the Supporting Documents section of the application in a PDF format .

About Rice:

Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation’s top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community and Excellence.

Position Summary:

The Rice Synthetic Biology Institute catalyzes collaborative research in synthetic biology and translates it into impactful technologies that benefit society. RSBI strengthens the synthetic biology community at Rice, fosters connections with industrial, government, and academic partners, and engages global leaders to drive innovation and societal impact.

This position provides administrative and event support to the Rice Synthetic Biology Institute (RSBI). Key responsibilities include managing calendars, coordinating travel and itineraries, processing payments, maintaining office operations, and assisting institute leadership with reports, presentations, and communications. The role also involves planning and executing events, managing logistics and vendor services, and producing professional materials to support RSBI’s mission.

The ideal candidate has excellent communication skills. interpersonal, time management, and organization skills and is proactive and service-oriented.

Workplace Requirements:

On campus position: This position requires in-person attendance Monday through Friday at Rice University. Occasional extended hours, including evenings and weekends, are necessary to support events.

Physical Requirements : Must work at a computer for extended periods. Some light lifting (up to 15 pounds) may be required for event materials. Ability to navigate the campus and set up event spaces is essential.

Professional Conduct: Represent the University with professionalism, displaying courtesy, tact, and discretion in interactions with the Rice community and the public.

Hiring Range: $48,000-$52,000 annually

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, on an equivalent year for year basis may be substituted
• 1 years of related experience in administration, event coordination, and/or marketing

Skills:

• Ability to prioritize and manage time effectively to meet deadlines and handle multiple projects.
• Capable of working both independently and collaboratively as part of a team.
• Excellent interpersonal, verbal, and written communication skills.
• Highly organized and detail-oriented.
• Strong decision-making abilities, good judgment, and innovative problem-solving skills for time-sensitive projects.
• Self-starter with a positive “can-do” attitude; adaptable to change and eager to learn new technologies.
• Thrives in relationship-based environments and demonstrates the ability to manage complex situations effectively.
• Proficient in computer skills with experience in Microsoft Office Suite and Google Workspace software.
• Skilled in operating and working in virtual meeting platforms such as Zoom and Teams.
Experience with social media platforms and preparing materials for distribution.

Preferences:

• Experience with database management and event software.
• Familiarity with social media platforms and graphic/website design tools.
• Background in event management or administration in a higher education setting.
• Exposure to science courses during undergraduate studies.
• 2-3 years of related experience in administration, event coordination, and/or marketing

Essential Functions:

• Support Institute leadership by managing calendars, meetings, and preparing documents, reports, and presentations.
• Facilitate routine communications, including emails, social media updates, and approved web content.
• Assist with the production (e.g., formatting, copying) and distribution of documents, such as conference materials, reports, brochures, and displays.
• Plan event scope and format through collaboration with stakeholders (e.g., conferences, lectures, workshops, meetings).
• Lead event projects, overseeing budget planning, venue management, equipment, facilities, and administrative procedures.
• Build and maintain relationships with internal and external partners; manage vendor procurement and coordination.
• Handle event registration and provide technological support on-site as required.
• Research and recommend potential event locations; evaluate and analyze alternatives.
• Process and analyze event data, document evaluations and feedback, maintain databases, and prepare post-event reports.
• Organize itineraries for distinguished visitors.
• Manage purchasing card transactions and create invoices.
• Provide administrative assistance for Institute leadership and staff.
• Maintain office supplies and equipment.
• Arrange travel reservations as needed.
• Perform additional 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 contact Rice University’s Disability Resource Center at 713-348-5841 or adarice@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.