Executive Administrator

Texas, United States
Salary Not Specified
Sep 17, 2020
Employment Level
Employment Type
Full Time
Posting Details

Job Title Executive Administrator Department Bioengineering Full Time/Part Time Full-Time Requisition Number S21102 Open Date 09/17/2020 Close Date 10/01/2020 Salary Information

$70,600 – $95,300 annually

Work Schedule

Monday through Friday, 8 a.m. to 5 p.m. Occasional evening and weekends required during peak times.

Benefits Eligible Yes Eligible for Overtime No Position Summary

The executive administrator serves as the chief business and financial administrator of the Bioengineering department, a large, complex academic department consistently ranked in the top ten bioengineering departments nationally, which processes 1/8 of the total research expenditures at Rice. The executive administrator leads, manages, and provides strategic direction for the administrative and operations-related functions for the Bioengineering department in accordance with Rice University policies and procedures to ensure overall accuracy, timeliness, and foresight. S/he serves in an advisory capacity to faculty and the department chair in areas related to department administration and is responsible for the management of all departmental staff involved in administrative operations and support to faculty, staff in faculty labs, and students, and manages space within the department.

We are seeking candidates who have demonstrated ability to lead and/or work collaboratively in teams comprised of individuals of diverse backgrounds, skills, and perspectives.

We seek greater representation of women, minorities, people with disabilities, and veterans in disciplines in which they have historically been underrepresented; to attract international students from a wider range of countries and backgrounds; to accelerate progress in building a faculty and staff who are diverse in background and thought; and we support an inclusive environment that fosters interaction and understanding within our diverse community.

The George R. Brown School of Engineering ranks among the top 20 of undergraduate engineering programs (US News & World Report) and is strongly committed to nurturing the aspirations of faculty, staff and students in an inclusive environment.

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.

Education Required Bachelor's Degree Major/Discipline

Bachelor’s degree in business administration, management, accounting, finance, or other closely related field

Substitution for Education Requirement Experience may not be substituted for the education requirement. Education Preferred Experience Required 10 years or more Type of Experience

Relevant experience in an administrative role with significant financial and supervisory management that includes at least eight years of experience working at a college, university, or academic medical center

Substitution for Experience Requirement Education may not be substituted for the experience requirement. Experience Preferred

- At least 12 years of highly responsible administrative and supervisory experience in a university setting in a fast-paced environment
- Experience working with faculty on generating research proposals, especially large proposals and/or center proposals
- Experience with graduate program administration and graduate student funding, familiarity with fellowships/scholarships, academic and international programs, and university policies and procedures
- Experience with federal, state, and local policies and procedures, federal guidelines for research expenditures
- Experience at Rice

License/Certification Required License/Certification Preferred Skills Required

- Expert knowledge of Microsoft Office Suite and database software programs to either complete work assignments or direct the completion of work assignments
- Excellent data reporting skills
- Excellent presentation, verbal, visual and written communication skills
- Excellent critical thinking, decision making, and problem solving skills
- Excellent leadership, resource management, and project management skills
- Demonstrated ability to be creative, delegate, influence, and motivate to gain consensus
‐ Ability to work autonomously or supervise others ensuring the timely completion of work

Skills Preferred

- Knowledge of federal and state guidelines for research expenditures and rules for generating all proposals
- Knowledge of HR processes including recruitment, hiring, workload management, performance management, goal development, job description changes, terminations, and salary changes

Internal / External Contacts

Internal Contacts: The incumbent has contact with the Dean’s office, Payroll, Human Resources, Graduate and Postdoctoral Studies, Office of International Students & Scholars, Office of Sponsored Research, Research Accounting, Controller’s Office, Budget Office, Registrar, students, staff, and faculty.

External Contacts: The incumbent has contact with vendors, funding agencies, auditors, governmental offices, alumni, and guests.

Physical Demands

- Must be able to work in an office environment, often at a computer workstation for much of the working day
- Must be able to move between buildings widely separated on a college campus

Working Conditions

Some weekends and evenings required during peak times.

Essential Personnel

Position is not considered essential during a campus emergency.

Rice University Standard of Civility

Serves as a representative of the University, displaying courtesy, tact, consideration and discretion in all interactions with other members of the Rice community and with the public.

Security Sensitive

As defined under the Texas Education Code and Rice Policy No. 425 , this position is security sensitive and employment in this position is contingent upon the successful completion of a background check.

Special Instructions to Applicants Quick Link for Posting http://jobs.rice.edu/postings/24604
Essential Functions

- Responsible for the management of all departmental staff involved in administrative operations and support to faculty, students and programs
‐ Participates in multi‐year and strategic planning
‐ Manages and directs 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
‐ Acts as the subject matter expert for the department regarding the interpretation, implementation and compliance with policies and regulations
‐ Recommends actions and / or resolves complex issues that span organizational boundaries
‐ Represents the department or function at the university level and / or to external constituencies
‐ Serves a primary role in the development & implementation of the annual budget
‐ Participates in short and long term budget planning
‐ Oversees the management of complex budgets, including expenditure approval budget monitoring, expenditure review and approval, processing payments, conducting analyses, creating forecasts and identifying trends
‐ Oversees the maintenance of financial records
‐ Directs and manages outreach strategies that may include relationship development, communications, and event management
‐ Manages and / or oversees the human resource function for the department for staff; administers the visa process for international faculty, staff and students; manages faculty searches and the promotion and tenure process.
‐ Manages and/or oversees pre‐ and post‐award research administration
‐ Manages and/or oversees 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
‐ Advises faculty and senior management on finance, policy interpretation and serves as a subject matter expert on academic department operations
‐ Serves as the voice of faculty and staff to school leadership and central administration
‐ Performs all other duties as assigned

Additional Functions or Information

Job Duties

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