Senior Department Administrator (Finance)

Special Instructions to Applicants:

All interested applicants should attach a cover letter and 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:

Rice University's Department of Chemical and Biomolecular Engineering (ChBE) is seeking a dynamic and experienced Senior Department Administrator (DA) to serve as the chief administrator, overseeing departmental operations, strategic initiatives, and financial management. This role is pivotal in supporting the department's mission to provide high-quality interdisciplinary education and drive innovative research that leads to impactful advancements in science and industry. The Senior Department Administrator is responsible for managing all departmental staff and ensuring operational efficiency in support of faculty, students, and academic programs. Working in close collaboration with the Department Chair, this individual will implement initiatives, policies, and projects aligned with the university's strategic priorities. Key responsibilities include overseeing budget planning and financial management-spanning department, research, discretionary, gift, and endowment funds-while ensuring fiscal sustainability and compliance. This position requires a strategic leader with strong organizational, financial, and managerial expertise who can effectively guide departmental operations and support faculty and students in achieving their research and educational goals. The ideal candidate will bring a proactive approach to administration, fostering a collaborative and efficient environment that aligns with Rice University's commitment to excellence.

Ideal Candidate Statement:

The ideal candidate for the Senior DA position in ChBE is a strategic leader with a proven track record of effectively managing diverse teams and complex administrative functions. S/he possesses exceptional communication skills, both written and verbal, with a proactive and inclusive leadership style, ensuring accuracy, timeliness, and a forward-thinking approach, providing a welcoming, open-door policy for all constituents and using evidence-based approaches to managing people and tasks.

Workplace Requirements:

This position is exclusively on-site, necessitating all duties to be performed in person at Rice University's O'Connor Building for Engineering and Science. Per Rice policy 440 , work arrangements may be subject to change. This role is classified as an essential position, requiring on-site presence to effectively carry out its vital functions.

Hiring Range: $85,000-$90,000, commensurate with experience.

*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements:

• 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
• 4+ years of experience in an administrative role with significant financial and supervisory management
  • 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

Skills:

• Strong leadership and management skills, overseeing departmental operations and staff
• Expertise in strategic planning, policy implementation, and project execution
• Advanced financial management, including budget planning, fund oversight, and compliance
• Ability to develop and streamline policies and procedures for operational efficiency
• Strong collaboration and communication skills to engage with faculty, students, and leadership
• Problem-solving and decision-making abilities to address administrative challenges proactively
• Experience fostering a supportive and collaborative work environment
• Knowledge of university policies, regulations, and best practices in administration
• Ability to support faculty and students in achieving research and educational goals
• Commitment to Rice University's mission of academic excellence and innovation

Preferences:

• Experience strongly preferred:
  • Experience with graduate program administration and graduate student funding
  • Experience with federal, state, and local policies and procedures, federal guidelines for research expenditures
  • Previous administrative experience at a college or university
  • Experience using enterprise-scale software management and accounting systems, such as Oracle or PeopleSoft
  • Expert knowledge of Microsoft Office Suite and database software programs
• Skills strongly preferred:
  • Ability to manage and balance budgets in the short and long term
  • Keen understanding of the grant management cycle from proposal through close-out
  • Knowledge of HR functions, including recruitment, hiring, workload management, performance management, goal development, job description changes, terminations, salary changes, etc.
• Experience preferred:
  • Seven+ years' experience supervising staff and managing complex financials

Essential Functions:

• Responsible for the management of all departmental staff involved in administrative operations and support to faculty, students, and programs
• Address the departmental needs in the absence of the Department Chair (signature authority, approval processes) and perform other duties as assigned by Chair
• Manage and direct 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
• Participate in multi-year and strategic planning
• Monitor trends and establish goals for the department
• Provide guidance on the interpretation, implementation, and compliance with policies and regulations
• Serve a primary role in the development & implementation of the annual budget and short and long-term budget planning
• Oversee the management of complex budgets, including expenditure approval, budget monitoring, expenditure review and approval, processing payments, conducting analyses, creating forecasts, and identifying trends
• Oversee the maintenance of financial records
• Create, manage, and implement outreach plans that may include relationship development, communications, and event management
• Provide a positive public-facing representation for events and communications
• Manage the human resources function for the department for staff; oversee the visa process for international faculty, staff, and students; faculty appointments and the promotion and tenure process; may assist with coordinating faculty searches
• Provide oversight for graduate and/or undergraduate program administration, including graduate student recruitment and admissions, student records, and curriculum support; coordinate the accreditation process; provide oversight in the management of scholarships and fellowships and student advising
• Supervise support to faculty
• Oversee pre- and post-award research administration
• Act as a department liaison to ensure positive department cooperation within the school and university, as well as alumni, other institutions, outside researchers, vendors, and consultants
• Oversee space planning, maintenance, security, and safety for all department-assigned space (currently six different buildings across campus)
• Oversee management of capital assets
• Perform all other duties as assigned

Additional Functions:

• Delegate and/or serve as backup for other specified processes performed by administrative staff
• Serve on University committees to help improve processes and procedures

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

Rice Mission and Values: Mission and Values | Rice University

Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires 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.

If you have any additional questions, please email us at jobs@rice.edu . Thank you for your interest in employment with Rice University.