Administrative Operations Specialist
Position Summary:
The Administrative Operations Specialist provides critical project coordination and administrative support within the Office of the Chief Human Resources Officer (CHRO). Reporting to the CHRO, this role serves as a key contributor to the department's success by coordinating the internal execution of HR operational projects and departmental initiatives. The Specialist acts as an organizational partner, assisting with the tracking of deliverables across various HR functional teams and providing the operational bandwidth necessary to maintain day-to-day departmental functions. Through proactive logistical coordination and project support, this position ensures the CHRO's office operates with maximum efficiency to meet the university's strategic objectives.
Ideal Candidate Statement:
The ideal candidate is a proactive, highly organized professional who possesses an "ownership mentality" and excels at logistical planning. We are seeking a detail-oriented individual who can anticipate needs and independently navigate the practical requirements of complex departmental initiatives. The successful candidate will be comfortable building collaborative relationships across the university, specifically with divisional partners, maintaining a high level of discretion with sensitive information, and navigating shifting priorities with a solution-oriented approach.
Workplace Requirements:
The role operates in a professional office environment. It requires the ability to remain stationary for extended periods, frequent use of a computer, and the ability to move across campus for various project and operational milestones.
Workplace Location:
Hybrid position: This position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration. The current schedule is four days on-site and one day remote per week, with flexibility required during major project milestones. Per Rice policy 440, work arrangements may be subject to change.
Annual Hiring Range: $50,000 - $55,000
*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 may be substituted on an equivalent year-for-year basis
- 1+ years of professional experience in project coordination, administrative operations, or program support
- In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis
Skills:
- Strong organizational and project coordination skills with a high level of attention to detail
- Demonstrated ability to manage timelines, track deliverables, and meet deadlines
- Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace
- Experience with digital collaboration and storage tools, including Microsoft Teams, Zoom, and Box
- Ability to exercise sound judgment and maintain strict confidentiality
- Strong problem-solving skills and the ability to think through the logistical requirements of complex, multi-phase tasks
Preferences:
- Experience supporting executive leadership with administrative duties and projects is strongly desired
- Experience in higher education
- Knowledge of project management methodologies and tools (e.g., Asana)
- Proven experience in operational logistics and internal process coordination
- Experience with coordinating and managing events
- Familiarity with website content management and editing to ensure departmental web pages remain accurate and up to date
Essential Functions:
- Provides comprehensive logistical support for internal HR-led initiatives, assisting with the coordination of resources and timelines to ensure successful delivery
- Supports the coordination and tracking of HR operational initiatives, maintaining project timelines and monitoring the progress of tasks
- Provides operational and logistical support to the Operations, Finance, and Support (OF&S) division for various engagement initiatives and divisional events throughout the year
- Partners with HR functional teams to provide structure and organization to recurring departmental programs and workflows
- Supports day-to-day departmental operations, including the administration of employee assistance programs (e.g., emergency loans), maintaining office resources, and managing the HR departmental calendar
- Organizes and executes logistics for departmental meetings and internal operational events, providing run-of-show and on-site support
- Coordinates with internal campus partners (e.g., Technology Solutions & Services, Facilities, etc.) to execute departmental logistics and internal transitions
- Prepares project documentation and briefing materials to support internal stakeholders and project milestones
Additional Functions:
- Collaborates with the Executive Assistant to the CHRO on budget tracking for departmental initiatives and special projects
- Performs all other duties as assigned
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