Administrative Specialist at Rice University in Houston, Texas

Job Description:

Special Instructions to Applicants: All interested applicants should attach a 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:

The Dean's office of the Wiess School of Natural Sciences is seeking to hire an Administrative Specialist to work closely with the Associate Director of Administrative Operations as part of an administrative team. The role involves managing faculty affairs, providing complex administrative and operational support, submitting high-volume HCM (Human Capital Management) transactions, and providing HR support for all regular day-to-day employee matters.

Ideal Candidate Statement:

The ideal candidate to serve as an HCM subject matter expert for departmental and divisional leadership. The position will focus on faculty policies and procedures but also assist with staff and student HCM actions. This role will involve implementing processes and procedures to ensure the efficient functioning of faculty affairs. The successful candidate will demonstrate excellent communication skills and the ability to engage effectively with individuals from diverse backgrounds. They should be self-motivated and capable of managing multiple projects and deadlines while maintaining a customer-focused approach. A proactive problem-solver with a collaborative mindset is essential. Additionally, experience with ERP systems, such as Oracle Cloud, is highly desirable. We are looking for an independent thinker who can work well both collaboratively and independently.

Workplace Requirements:

This is an on-site position, Monday - Friday, during normal business hours, with the potential of one remote workday after the probationary period. Per Rice policy 440 , work arrangements may be subject to change.

Hiring Range: $56,000 - $60,000

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

Minimum Requirements:

• Bachelor's Degree
• 2 + years of related experience

Required Skills:

• Demonstrated ability to manage priorities and handle multiple time-sensitive projects with conflicting 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
• Excellent planning and organizational skills
• Excellent interpersonal, verbal, and written communication skills
• Strong knowledge of the relevant subject matter

Preferences:

• Experience working in a higher education environment
• Experience with faculty HCM actions
• Experience completing VISA applications
• Experience working with Oracle HCM/ERP systems

Essential Functions:

• Collaborate in the planning and operations of the division, addressing complex business, regulatory, and technical challenges with specialized expertise on faculty affairs.
• Serves as a subject matter expert on faculty policies and procedures, providing guidance and support to departmental and divisional leadership
• Process high volume submission and range of HR transactions for faculty, staff, and students, ensuring compliance with university policies
• Manages human resources functions for assigned units
• Provides advanced coordination for human resources functions by collaborating with HR to utilize iO functionality
• Coordinates visa and immigration processes for faculty, staff, and postdoctoral researchers in collaboration with relevant departments to ensure compliance with regulations.
• Assists with faculty, staff and student visa administration
• Identifies issues and develop alternative solutions, which may include changes to policies and procedures
• Reviews and analyzes trends to advise and develop recommendations to achieve or modify the goals of the department, program, or function.
• Analyzes data, identifies trends, develops reports, and recommends and implements changes to improve alignment with institutional mission and goals
• Provides support in developing relationships with internal and external entities
• Performs all other duties as assigned
• Other duties as assigned

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

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer committed to diversity at all levels. It 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.

Apply Now