Events Specialist

Special Instructions to Applicants: All interested applicants should attach a resume and cover letter 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:

This position will provide event and administrative support to the Ken Kennedy Institute at Rice University. Responsibilities include planning and executing events, managing event logistics and vendor services, coordinating travel and itineraries for distinguished visitors, processing payments, and assisting institute leadership as needed.

The Ken Kennedy Institute, established in 1986, is an interdisciplinary group at Rice University committed to addressing critical global challenges through foundational research in AI and Computing. The Institute, which comprises over 230 faculty members and affiliates, fosters collaborative efforts to drive AI-powered discoveries across diverse scientific disciplines and champions ethical and responsible AI innovation.

This position is part time at 30 hours/week (with the potential to increase in the future).

Ideal Candidate Statement:

The ideal candidate takes ownership of their work, has a professional demeanor, is highly organized and detail-oriented, and enjoys coordinating events. The Ken Kennedy Institute puts on a variety of events, including two multi-day, 450-600 person conferences and several lectures, receptions, workshops, and meetings throughout the year. This position will work on a small and collaborative team, primarily with the Director of Operations and the Strategic Partnerships & Communications Manager.

Workplace Requirements:

• This position will be 4 or 5 days/week between Monday–Friday. Occasional extended hours during the evenings and/or on weekends are required to support events.
• Once established the position can have the option for hybrid work, in collaboration with the team on the days when meetings/events are not scheduled.
• Requires working in front of a computer for extended periods of time. Minor lifting required for event materials (15 pounds). Must have the ability to move around campus and set up event spaces as needed.

Hiring Range : This position is 30 hours/week (with the potential to increase in the future), benefits-eligible and exempt, with the annual hiring range of $36,000-$38,000.

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 event coordination, administration, and/or marketing
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted

Skills:

• Ability to prioritize and manage time appropriately to meet expected deadlines across multiple projects
• Demonstrated high level of confidence in making decisions, good judgement, and innovative and creative problem-solving skills for time-sensitive projects
• Ability to work both independently and as part of a team
• Excellent interpersonal, verbal, and written communication skills
• Must be well organized and detail-oriented
• Proficient computer skills and demonstrated experience with Microsoft Office suite and Google Workspace software
• Self-starter who takes initiative, possesses a positive “can do” attitude, and is adaptable to change and learning new technologies
• Operates well in a relationship-based environment with the ability to adequately handle complex situations

Preferences:

• Experience with database management and event software
• Experience with social media platforms and graphic/website design tools
• Experience in events/administration in higher education setting

Essential Functions:

• Meets with stakeholders to plan scope and format of events (conferences, lectures, receptions, workshops, meetings, etc.)
• Serves as project leader on events, taking responsibility for budget planning, venue management, equipment and facilities management, and reviewing administrative procedures and event progress
• Builds and maintains relationships with internal and external partners, including handling procurement and coordination of vendor services
• Manages event registration and provides technological support on-site as appropriate
• Researches and provides recommendations for potential event locations, and evaluates alternatives
• Analyzes event data through processing and documenting evaluations and feedback, producing and maintaining databases, and preparing post-event report summaries
• Arranges travel and manages itineraries for distinguished visitors
• Processes purchasing card transactions and creates invoices
• Supports Institute leadership through managing calendars and meetings as well as preparing requested documents, reports, and presentations as needed
• Facilitates routine communications, such as emails and social media, and updates approved web content
• Assists with production (formatting, copying, etc.) and distribution of documents and graphics, such as presentations, conference and seminar materials, reports, brochures, and displays
• Provides administrative assistance for institute leadership and staff
• Maintains office supplies and equipment
• Performs all 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 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.