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Division Administrative Operations Specialist

Rice University
Texas, United States
Salary Not Specified
Posted Date
Jul 18, 2022

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Position Type
Administrative, Academic Affairs, Adult & Continuing Education Programs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Conference & Special Event Administration
Employment Level
Employment Type
Full Time
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Job Summary

The Division Administrative Operations Specialist is critical to the operations of the Office of the Dean of Undergraduates which supports the mission of the University, facilitates undergraduate life and the student experience, and oversees 15 departments and 11 residential colleges. The Specialist will greet visitors, manage the office environment and resources, while also providing administrative and program support for all functional areas and staff members. Primary duties include providing executive level support to the Dean of Undergraduates, Senior Associate Dean, Associate Dean for Undergraduate Education, and a development officer.

Ideal candidates will have excellent customer service, communication and interpersonal skills, budget/financial experience, and work well in a collaborative environment. The ability to balance multiple tasks is also important.

Salary $45,000 to $55,000

Essential Functions

- Implements, administers and evaluates day-to-day business and administrative activities of the department

- Provides input on the budget, budget planning and other financial matters

- Assists in managing unit budgets and monitors and approves expenditures

- Organizes, manages and completes special projects

- Collects and analyzes data, creates reports, reviews and explains trends; formulates and evaluates alternative solutions and recommendations to achieve goals

- Analyzes and interprets policies; develops, revises and implements procedures

- Plans and implements outreach activities that may include communications, events, training, conferences, and fundraising

Additional Functions

- Manages office traffic

- Manages department email account

- Maintains office, which includes keeping area tidy and tracking, ordering, and restocking supplies

- Maintains office files

- Organizes, manages and completes special projects

- Maintains website

- Performs all other duties as assigned

Required Education 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

Required Experience 1 year

- Working in an office with multiple staff members

-Working with budget documents and processing finances

-Supply management and ordering

-Helping with set up, break down, and logistics for events

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 Required

- Ability to prioritize work and multi-task

- Excellent organizational skills

- Ability to take initiative and ownership of projects

- Ability to exercise sound judgment in making decisions

- Relevant subject matter knowledge

- Expense processing and budget reconciliation

- Excellent oral and written communication skills

- Excellent interpersonal and collaborative skills

- Proficiency with Microsoft Office Suite

Preferred Qualifications

- Ability to manage and prioritize multiple deadlines

- Experience working with financial processing systems: Oracle, etc.

- Experience with procurement processes

- Experience with event planning

- Experience working in a University setting

- Rice experience

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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