Events Coordinator

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.

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 University Band Department includes the Rice Symphonic Band, Campus Band (spring only), the Rice Jazz Ensembles, and The MOB (Marching Owl Band). All Rice students are admitted to all organizations in the Band Department regardless of major, and Rice Bands include both graduate students and undergraduates. The Symphonic Band and Jazz Ensembles can be taken for credit. The Rice University Bands' mission is to provide an instrumental music program of the highest quality for the benefit of the entire Rice community.

The Events Coordinator supports the Director of University Bands, as well as the Jazz Band instructor. This position is responsible for managing financial transactions, coordinating travel, overseeing student employees, facilitating concert production, and maintaining departmental resources. Additionally, the Events Coordinator provides event support at home football games and at specified away and bowl games for the Marching Owl Band.

Ideal Candidate Statement:
A successful candidate for this role is a highly organized, proactive, and detail-oriented individual with excellent communication and problem-solving skills. Candidates for the Events Coordinator position should be comfortable managing event logistics, processing purchasing card transactions, managing student payroll, overseeing student employees, and supporting game or performance details on behalf of University Bands.

Workplace Requirements:
This position is exclusively on-site, part-time at 20 hours a week, necessitating all duties to be performed in person at Rice University, with regular evening and weekend work required for athletic events and performances. Per Rice policy 440, work arrangements may be subject to change.

The role may require lifting and carrying light to moderate equipment (e.g., boxes of materials, small instruments). During performances or games, this includes being outdoors in Texas weather and requires standing and walking for extended periods during events. Travel to away games with some overnight extended travel will be required, depending on the football schedule and the success of the season.
Hiring Range: $22.12 hourly
*Non-Exempt (hourly) positions under FLSA are eligible for overtime.

Minimum Requirements:

• Associate’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
• 3+ years of related experience in event management, event planning, and/or administrative experience
  • In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis

Skills:

• Advanced computer skills and demonstrated experience with office software and email applications
• Proven success in following through and completing projects
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize, multi-task, and assign work to others
• Ability to take initiative and ownership of projects
• Ability to routinely and independently exercise sound judgment in making decisions
• Ability to plan and execute an event, including travel, for a group of up to 100 participants

Preferences:

• Experience working in a university setting
• Familiarity with band operations and terminology
• Experience with event planning
• Experience working with finances in iO

Essential Functions:

• Acts on behalf of the unit, functional area, or department head to establish priorities and identify and resolve problems that are administrative in nature
• Oversees the coordination of complex travel, performances, and events, such as away football games and postseason bowl appearances, covering transportation, lodging, and meal planning for band members and staff
• Provides production support for concerts and rehearsals, including scheduling spaces, preparing materials, arranging equipment setup, and assisting with stage management
• Serves as a liaison with campus partners such as Athletics, Facilities, and Event Services to ensure successful execution of football game performances, concerts, and other band events
• Composes documents for performances and events
• Creates complex reports and spreadsheets to assist in budget management
• Makes recommendations based on reports
• Oversees and processes a variety of complex financial transactions; produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies
• May assist with capital or special equipment requests and/or vendor selection
• Coordinates complex office moves
• Plans and coordinates routine remodeling and renovations
• Analyzes and reviews material and extracts pertinent information for briefing purposes
• Performs human resources transactional support for student assistants
• Guides and trains student workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness
• Supports the Associate Dean and Student Media as needed
• Performs other duties as assigned

Additional Functions:

• May be asked to support other events and activities in University Bands, Student Media, the Office of the Dean of Undergraduates, or other parts of the division as needed

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 [email protected] for support.

If you have any additional questions, please email us at [email protected]. Thank you for your interest in employment with Rice University.