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

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, lecture 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.

About the Shepherd School of Music

Founded in 1975, the Shepherd School of Music at Rice University is one of the nation’s leading music schools, offering intensive professional training within a world-class research university. The School enrolls approximately 285 students from around the globe and is supported by 75 artist-teachers and scholars. Shepherd faculty are active performers, composers, scholars, and pedagogues whose work includes major awards, recordings, publications, and leadership roles in the field.

Shepherd offers bachelor’s, master’s, doctoral, and artist diploma programs in composition, conducting, music history, orchestral and keyboard studies, organ, piano, and voice/opera. The School is supported by a professional administrative and production staff that works in close partnership with faculty to advance both the academic and performance missions of the institution. Housed in Alice Pratt Brown Hall and Brockman Hall for Opera, the School features four major performance venues, extensive teaching and practice spaces, and presents more than 400 performances and events annually. Graduates pursue careers as performers, educators, composers, conductors, and arts leaders in professional organizations and academic institutions worldwide.

Position Summary

The Graduate Student Administrator (GSA) plays a central role in supporting Shepherd School of Music (SSOM) graduate students, balancing hands-on management of daily operations with contributions to strategic planning and process improvements. They work closely with faculty, students, and staff to guide graduate students through academic requirements and artistic milestones, ensuring programs run smoothly and students stay on track.

Reporting to the Assistant Dean for Enrollment Management & Student Affairs (ADESA), the GSA partners with the Director of Graduate Studies (DGS), as well as the Associate Dean of Academic Affairs (ADAA), to implement academic policies, maintain accurate student records, and leverage data to support informed decision-making and program efficiency.

The GSA also tracks degree benchmarks, including recitals, mock auditions, and doctoral exams; helps resolve student progress issues; and identifies opportunities to enhance processes and services. Through this combination of operational leadership, problem-solving, and proactive guidance, the GSA ensures that graduate students receive consistent, student-centered support while programs maintain both academic rigor and artistic excellence.

The ideal candidate is a collaborative, highly organized professional who combines technical expertise with a student-centered approach and a strategic mindset. They proactively support graduate student programs through thoughtful use of data, modern systems, and processes, making improvements when necessary. They build trusted relationships with graduate students, faculty, and campus partners, navigating complex situations with discretion, sound judgment, and professionalism.

They bring demonstrated strength in academic advising, student lifecycle management in a performance-based environment, and stewardship of CRM platforms and student information systems. Adaptable and solutions-oriented, they move seamlessly between detailed operational oversight, cross-campus collaboration, and one-on-one advising.

Workplace Requirements

This position is exclusively on-site, necessitating all duties to be performed in person at the Shepherd School of Music Monday through Friday, from 8:30 a.m. to 5:00 p.m. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

This is a full-time, benefits-eligible position, and the proposed salary range is $65,000–$69,900 annually, depending on qualifications and 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, on a year-for-year basis may be substituted
• 2 or more years of experience in student academic support or related
  • 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:

• Exceptional organizational and project management skills, with strong attention to detail and the ability to manage multiple priorities through completion
• Strong written, verbal, and interpersonal communication skills, including the ability to advise and support graduate students effectively
• Demonstrated ability to work both independently and collaboratively, exercising sound judgment, initiative, and ownership of responsibilities
• High level of professionalism and integrity in a student-centered academic environment
• Experience developing and overseeing programs and student initiatives, with an understanding of student development principles
• Advanced proficiency with office technologies, including Google Workspace and CRM systems, and the adaptability to learn new platforms and tools as needed

Preferences

• Master's Degree

• Minimum of 4 years of experience in student academic support, preferably at the graduate level, along with 4 years of higher education administration experience
• Experience with Slate, Degree Works, FileMaker, or other university CRM and student information systems, including data management, reporting, and workflow optimization

Essential Functions

Program Administration & Operations

• Administers the daily operations of the Graduate Student Program in collaboration with Shepherd School faculty and senior staff
• Provides support to students, faculty, and staff related to the graduate program
• Coordinates directly with other functional areas within SSOM and campus partners to ensure accuracy and appropriate communication of graduate student data (course schedules, recital forms, etc.)
• Assists in the adherence and maintenance of academic standards, policies, and procedures, in coordination with faculty, DGS, and ADAA
• Suggests process improvements and supports strategic planning initiatives related to graduate student programs
  Responsible for the coordination of graduate orientation in partnership with DGS, ADESA, and ADAA
  programs
• Responsible for the coordination of graduate orientation in partnership with DGS, ADESA, and ADAA

Graduate Student Administration

• Manages the matriculation process for new graduate students

• Assists with degree certifications in consultation with the Director of Graduate Studies

• Coordinates with the music admissions team on new student enrollment and with the Director of Graduate Studies as needed

• Participates in Graduate Studies Committee meetings

• Responsible for communication cascades of important dates and deadlines

Academic Advising & Student Support

• Tracks graduate student academic progress by monitoring degree milestones and benchmarks, interpreting academic policies, and proactively guiding students through yearly class planning to ensure timely and successful degree completion

• Oversees degree audit progress tracking, proactively flagging concerns when applicable

• Coordinates academic scheduling timelines and system functions for doctoral qualifying exams and dissertation defenses, working closely with faculty leadership

• Serves on student- and academic-support committees as needed

Additional Functions

Financial Management

• Oversees graduate student tuition billing and scholarship allocations, ensuring accurate application of tuition waivers, endowed funds, and current-use awards
• Reviews and reconciles tuition worksheets and funding sources for all enrolled students, including DMA candidates, resolving discrepancies related to over- or under-awards, enrollment changes, or coding errors
• Serves as HCM Initiator (HCMI) for graduate student compensation, processing biweekly payments and collaborating with Human Resources and Payroll to ensure accuracy and timeliness
• Partners with the GPS Financial Aid and Systems Manager and other stakeholders to maintain financial integrity, support operational efficiency, and implement necessary adjustments or process improvements

Data Management, Reporting, and Strategy

• Leads the collection, organization, and stewardship of program data and records, modernizing legacy systems and processes to ensure accuracy, accessibility, and consistency across physical and digital platforms
• Analyzes trends, generates reports, and synthesizes information to inform academic policy, curriculum planning, program operations, and strategic decision-making
• Reviews data integrity through audits, identifies discrepancies, implements corrections, and recommends process improvements to support student success, institutional goals, and long-term system sustainability
• Assists with the review, submission, and updating of data and information for official publications, such as the Shepherd School Student Handbook and Rice University’s General Announcements

Additional Duties

• Provides faculty affairs support, including managing administrative processes and assisting with special requests

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits
Rice Mission and Values: Mission and Values | Rice University

---

The Graduate Student Administrator (GSA) plays a central role in supporting Shepherd School of Music (SSOM) graduate students, balancing hands-on management of daily operations with contributions to strategic planning and process improvements. They work closely with faculty, students, and staff to guide graduate students through academic requirements and artistic milestones, ensuring programs run smoothly and students stay on track.