Administrative Operations Specialist II
Position Summary:
The Interdisciplinary Research Support Office (IRSO) provides comprehensive post-award and administrative services for multi-departmental and multi-institutional research initiatives, as well as for centers and institutes across Rice University. As a central unit supporting a broad portfolio of interdisciplinary activities, IRSO offers staff exposure to a wide range of research programs, operational needs, and stakeholder groups across the university's research enterprise.
The Administrative Operations Specialist II will provide administrative, financial, and operational support to faculty, research centers, institutes, and campus administrators. The position functions within IRSO's collaborative and highly dynamic work environment, which emphasizes process improvement, operational excellence, and effective service delivery to diverse research partners.
IRSO operates under a flexible, team-based organizational model that promotes cross-training, shared problem-solving, and the adoption of innovative practices, tools, and technologies. Staff routinely work across projects and functional areas, fostering a cohesive environment that supports professional development, encourages initiative, and enables individuals to expand their capabilities in alignment with evolving research needs.
Ideal Candidate Statement:
The ideal candidate is a highly organized, adaptable professional who excels in fast-paced environments and demonstrates strong attention to detail, initiative, and reliability. The role requires someone capable of managing financial and administrative responsibilities with accuracy while navigating shifting priorities and operational demands.
The position values individuals who exhibit curiosity, adaptability, and an interest in leveraging emerging technologies and AI-enabled tools to enhance workflows and improve operational efficiency. Candidates should be motivated to expand their skills and assume increasing levels of responsibility within a dynamic research administration setting.
This role is well suited for someone seeking to build strong experience in financial operations, organizational support, and research administration while contributing to a collaborative, team-oriented environment that supports professional growth and continuous learning.
Workplace Requirements:
This position is offered as a hybrid role designed to support both flexibility and effective in-person collaboration. Per Rice policy 440, work arrangements may be subject to change.
Hiring Range:
$56,000 - $69,900
*Exempt (salaried) positions under FLSA are not eligible for overtime.
Minimum Requirements:
- Bachelor's Degree
- 2+ years of administrative experience
Skills:
- Exceptional organizational and time management skills -- Able to independently manage multiple time-sensitive projects, shifting priorities, and competing deadlines with consistency and accuracy
- Strong sense of responsibility and initiative -- Demonstrates ownership of work and proactive follow-through, with close attention to detail and accuracy
- Sound judgment and problem-solving -- Exercises effective decision-making and analytical thinking in a fast-paced environment
- Excellent interpersonal and communication skills -- Communicates clearly in verbal and written formats and collaborates effectively with diverse stakeholders
- Ability to work independently and collaboratively -- Maintains professionalism, diplomacy, and discretion, including when handling confidential or sensitive information
- Demonstrated reliability and conscientiousness -- Consistently produces high-quality work and upholds commitments
- Proficiency in virtual collaboration tools -- Works effectively in virtual meeting and teamwork environments, including platforms such as Zoom and Microsoft Teams
Preferences:
- Interest or experience in financial operations -- Includes budgeting, reconciliation, or related administrative financial activities
- Enthusiasm for learning and adopting new tools -- Comfortable experimenting with evolving technologies and workplace practices
- Self-motivated and resourceful -- Able to troubleshoot issues and develop solutions proactively
- Collaborative team contributor -- Enjoys sharing knowledge and supporting group process improvement efforts
- Experience with enterprise business systems -- Familiarity with Oracle-based platforms or similar systems
- Comfort with emerging technologies -- Willing to explore tools, including AI-enabled solutions, to enhance efficiency and workflows
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, human resources, and facilities functions
- Acts as the primary provider of purchasing support to the department and supports initiatives as required
- Prepares and submits expenditure reports for faculty and support staff as required
- 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
- Organizes, manages, and completes special projects
- Provides calendar support as required, including (upon request) the planning and implementation of associated outreach activities that may include communications, events, training, conferences, and fundraising
- Performs all other duties as assigned
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