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Executive Administrator

Rice University
Texas, United States
Salary Not Specified
Posted Date
Jul 6, 2022

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Position Type
Faculty Positions, Business & Management, Business Administration, Management, Administrative, Academic Affairs, Academic Administration, Faculty Affairs, Executive, Other Executive
Employment Level
Employment Type
Full Time
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Special Instructions to Applicants : Please attach a cover letter and a resume in the Supporting Documents section of the application. Please make sure to include employment dates on the resume in Month/ Year format.

Position Summary

Located in an urban environment on a 300-acre tree-lined campus, Rice University seizes its advantageous position to pursue pathbreaking research and create innovative collaboration opportunities that contribute to the betterment of our world.

BioSciences at Rice is home to undergraduate and doctoral degree programs in Biochemistry & Cell Biology and Ecology & Evolutionary Biology. We are investigating fundamental properties of living organisms and impacts on the future quality of life on earth.

The Executive Administrator provides strategic leadership and management of administrative and operational functions of a large and complex research and academic department. The position manages staff ensuring the efficiency and integrity of the department to achieve the research and teaching mission and goals, and partners with and/or advises the chair and faculty on departmental affairs. The Executive Administrator ensures that the department maintains compliance with all University policies and procedures and serves as a representative of the department by attending meetings and collaborating with the Dean’s office and other university administrators.

Ideal candidates should have experience leading, managing, and providing strategic direction for administrative and operations-related functions. Candidates should have experience working in a university environment, managing large, complex budgets, and supervising staff for a larger department or group of departments. This position serves in an advisory capacity to faculty and department chair in areas related to department administration and primarily supervises exempt and nonexempt individual contributors.

Essential Functions
  • Responsible for the management of all departmental staff involved in administrative operations and support to faculty, students, and programs
  • 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 and participates in multi ‐ year and strategic planning
  • Recommends actions and / or resolves complex issues that span organizational boundaries
  • Serves a primary role in the development & implementation of the annual budget including 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 human resource function for the department for staff; administration of the visa process for international faculty, staff, and students; management of faculty searches and the promotion and tenure process
  • Advises faculty and senior management on finance, policy interpretation and serves as a subject matter expert on academic department operations
  • Performs all other duties as assigned
Additional Functions / Information
  • Co-manages staff of the departmental academic team
Required Qualifications
  • Bachelor’s Degree
  • 10 years of experience in general business or accounting
  • 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 listening, verbal, visual, and written communication skills
  • Excellent customer service
  • 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
Preferred Qualifications
  • Experience with Oracle ERP system
  • Certified Research Administrator (CRA)
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.

Current Rice University COVID policies, which include vaccination, face mask, testing, gatherings, occupancy limits, and travel policies can be found here:

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