Rice University

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Senior Administrative Operations Specialist (Finance)



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 Rice360 Institute for Global Health Technologies (Rice360) offers innovative research and education programs that engage students and faculty to design and implement new technologies to solve global health challenges. Through internships, fellowships, and research and implementation partnerships, these early-stage technologies are designed, evaluated, refined, deployed, and scaled across the world.

Rice360 is seeking a Senior Administrative Operations Specialist who will bring deep experience to a variety of administrative matters of strategic importance for the institute. They will create and implement plans, processes, and procedures to ensure the effective and efficient functionality of the institute to support the success of strategic priorities, including overseeing and coordinating the logistical planning, implementation, and management of large-scale, complex meetings and events. They will also support various administrative functions for Rice360, such as travel support, both domestic and international, clerical assistance, record-keeping, expense processing, visitor assistance and other duties as assigned. In this role, the incumbent is a key liaison and representative of Rice360 to all constituents, from Rice University faculty, staff, and students to local, state, and foreign representatives from academia, government, and industry. The Senior Administrative Operations Specialist will work under the supervision of the Rice360 Director of Finance and Operations, as well as supporting requests from the Executive Director and Directors of Education Strategy, Development, and Strategic Initiatives.

Ideal Candidate Statement:

The ideal candidate is highly organized, with a demonstrated ability to multi-task, make prudent decisions using creative problem-solving and sound judgment, and meet deadlines in a fast-paced environment. They are experienced in providing administrative and operations support to executive leadership in an academic and/or non-profit setting. They have superior interpersonal skills and tact, including hosting high-profile visitors and supporting complex international travel.

Workplace Requirements:

This is a full-time position (M-F 8am-5pm, with occasional early morning, evening, or weekend work required to accommodate time zone differences for important meetings with teams in the US, UK, and across sub-Saharan Africa), based in Houston, Texas.

Hiring Range: $59,000 - $65,000/year, contingent upon qualifications and experience

This position is funded by a grant, soft and/or restricted funds. Continued employment is contingent on the renewal of funding.

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
  • Two (2) years of related experience
    • 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 establish and manage priorities and handle numerous time-sensitive projects with conflicting and varied deadlines
    • Ability to accomplish goals working through formal and informal channels, with diplomacy and tact
    • Demonstrated creativity, problem solving, critical analysis, initiative, judgment and decision-making skills
    • Demonstrated ability to develop and meet budget goals
    • Excellent planning and organizational skills
    • Excellent interpersonal, verbal and written communication skills
    • Strong knowledge of relevant subject matter
  • Must demonstrate support for Rice360 Core Values: Innovation, Equity, Community, Integrity, Accountability, Empowerment and Transformation

Preferences
  • Administrative experience working in a college or university setting with faculty, staff, and students
  • Meeting and/or event planning, logistics and implementation experience in an academic setting, non-profit setting, or institution of higher learning
  • Experience supporting complex domestic and international travel
  • Extreme attention to detail and deadlines; ability to prioritize and manage complex workflows
  • Ability to work independently
  • Strong MS Excel and Word skills, with familiarity of other Microsoft Office programs
  • Basic knowledge of procurement and expense reconciliation

Essential Functions
  • Leads the planning and operations for a function or program of the institute that may have significant business, regulatory and technical challenges requiring subject matter expertise
  • Supports the director of finance and operations' management of institute budgets, human resources and facilities functions
  • Organizes, Manages, and completes special projects
  • Evaluates programs, policies and procedures
  • Identifies issues, and develops alternative solutions which may include changes to programs, policies and procedures
  • Reviews and analyzes trends to advise and develop recommendations to achieve or modify the goals of a program or function of the institute
  • Develops and implements outreach strategies that may include relationship development, communications and compliance
  • Assesses training needs and may develop associated training
  • Performs all other duties as assigned

Additional Functions
  • Makes medium to long-term meeting and event plans, created in consultation with senior leadership, including scoping out tasks, work plans, team assignments
  • Provides status reports on and ensures achievement of assigned deliverables
  • Establishes and maintains good relationships with internal and external university partners
  • Recommends and schedules events into appropriate off-campus and on-campus venues
  • Trains and provides mentorship to junior administrative specialists, including but not limited to the proper execution and implementation of meetings and events
  • May oversee students, volunteers, and contingent staff

Rice University HR | Benefits

https://knowledgecafe.rice.edu/benefits

Rice Mission and Values

Mission and Values | Rice University

Rice University is an Equal Opportunity Employer with commitment to diversity at all levels, and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability or protected veteran status. Apply