Administrative and Financial Specialist

Position Summary

Under the general supervision of the Senior Director of Development Administration, the Administrative and Financial Specialist will be responsible for a variety of administrative and financial duties for the Development and Alumni Relations division. The Administrative and Financial Specialist will create and implement plans, processes and procedures to ensure the effective and efficient functionality of the division to support the success of strategic priorities. The Administrative and Financial Specialist will serve as one of two cost center managers in the division, with procurement, expenditure, budget and financial reporting oversight. The Administrative and Financial Specialist will be responsible for day-to-day operations, including, but not limited to, managing facilities and inventory, and addressing divisional priorities as needs arise.

The ideal candidate is creative, collaborative, detail oriented, open to new ideas, proficient in divisional administration and financial management, and comfortable working in a fast-paced environment managing multiple tasks.

Essential Functions

• Leads the planning and operations for a department, function or program that may have significant business, regulatory and technical challenges requiring subject matter expertise
• Manages unit budgets, facilities functions, etc.
• 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 the department, program or function
• 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/Information

• Manages finance actions, including the initiation, review and approval of the division’s expenditures as one of two cost center managers for the division
• Processes procurement for the division
• Produces monthly budget reports
• Analyzes and documents user needs, existing and new policies, processes, procedures and operational methods to consider possible improvements
• Has frequent contact with division staff and other university offices
• Open office environment
• Many hours spent in front of a computer

Required Qualifications

• Bachelor’s degree
• Three years related experience in administration and finance
• Skills Required
  • 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

Substitutions

• No substitutions for education or experience allowed.

Preferred Qualifications

• Experience
  • Experience with Oracle-based or similar ERP systems
  • Rice and/or other higher education experience
  • Experience with procedure development and innovation
• Skills
  • Excellent organizational skills
  • Strong attention to detail
  • High levels of overall organization, accuracy and time management
  • Goal-oriented with the ability to prioritize a heavy workload
  • Willingness to take charge of assignments and follow through with minimal supervision
  • Ability to work with a high level of confidentiality and take initiative to improve processes and policies
  • Proficiency in Microsoft Office Suite
  • Demonstrated experience in the use of financial systems for budgeting and reporting
  • Excellent customer service orientation, with a track record of tact, courtesy, discretion and respect for confidential information

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: https://coronavirus.rice.edu/policies