Executive Administrator (Finance)

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 Executive Administrator plays a pivotal role in providing strategic leadership and overseeing the administrative and operational functions of a small to medium-complexity research and academic department. This position is responsible for managing staff effectively, ensuring the department operates efficiently and maintains its integrity while fulfilling its research and teaching objectives. The Executive Administrator collaborates closely with the chair and faculty, offering guidance on departmental matters. Additionally, they ensure compliance with all University policies and procedures, representing the department at meetings and fostering collaboration with the Dean's office and other university administrators.

Ideal Candidate Statement:

Ideal candidate should possess a strong background in leading, managing, and providing strategic direction for administrative and operational functions. Experience in a university setting is essential, particularly in managing budgets and supervising staff across the mathematics department. This position serves as an advisory resource to faculty and department chair regarding departmental administration and primarily oversees both exempt and nonexempt staff members.

Workplace Requirements - This position is exclusively on-site, necessitating all duties to be performed in person at Rice University. Per Rice policy 440 , work arrangements may be subject to change.

Hiring Range: $76,200 - $85,000. This is an exempt (salaried) position under FLSA that is not eligible for overtime.

Minimum Requirements:

• Bachelor's Degree
• 4+ years of related experience

Skills:

• Expert knowledge of word processing, spreadsheet, email, and database software programs to either complete work assignments or direct the completion of work assignments
• Excellent data reporting skills
• Advanced verbal and written communication skills
• Advanced problem-solving and critical-thinking skills
• Ability to work independently or supervise others, ensuring the timely completion of work
• Resource management skills
• Project management skills

Preferences:

• Managerial experience in a group that includes staff, students, researchers and faculty.

Essential Functions:

• Project management skills
• Responsible for the management of all departmental staff involved in administrative operations and support to faculty, students and programs
• Manages the development, implementation, administration and evaluation of departmental operations, including, but not limited to research administration, budget / finance, program administration, human resources, communications / outreach, and compliance
• Monitors trends and establishes goals for the department
• Provides guidance on the interpretation, implementation and compliance with policies and regulations
• Recommends actions to ensure compliance
• Represents the department or function at the school level
• Serves a primary role in the development & implementation of the annual budget
• Participates in short term budget planning and supports long term budget planning
• Manages budget monitoring, expenditure review and approval, processing payments, conducting analyses, creating forecasts and identifying trends
• Oversees the maintenance of financial records
• Creates, manages and implements outreach plans that may include relationship development, communications, and event management
• Manages the human resources function for department staff
• Administers the visa process for international faculty, staff and students
• Coordinates faculty searches and the promotion and tenure process
• Manages graduate and / or undergraduate program administration, including graduate student recruitment and admissions, student records, curriculum support, coordinates the accreditation process, manages scholarships and fellowships, advises students and monitors their progress
• Supervises support to faculty and provides guidance on university policies and procedures
• May manage pre- and post-award research administration
• Performs all other duties as assigned

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits-overview

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer committed 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.

Rice University is committed to ensuring Equal Employment Opportunity and the full inclusion of all qualified persons in the workplace. This commitment includes providing reasonable accommodations to persons with disabilities. For applicants with disabilities who require 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.