"Administrative Specialist"

Position Summary

This is a one-year, term-limited position with the possibility of renewal based on funding availability.

The Wiess School of Natural Sciences is looking for a proactive Administrative Specialist to drive efficiency within the Dean's Office. In this role, you will provide operational support to the HR team, assisting with critical transactions for faculty, staff, students, and postdoctoral associates. The individual will navigate the complexities of university administration, from executing precise payroll transactions to administering hiring workflows. This role requires a balance of technical precision in maintaining personnel records and a collaborative approach to supporting the school's diverse workforce.

Ideal Candidate Statement

The ideal candidate will be a quick learner with a sharp eye for detail and a passion for operational excellence. The ideal candidate does not just process transactions; they understand the importance of compliance and accuracy in supporting the academic mission. You are someone who can pivot quickly between tasks, handling a student hiring question one moment and a complex visa issue the next, while maintaining composure and professionalism. If you are a results-driven problem solver looking to contribute to a high-performing team, this role is for you.

Workplace Requirements

This is an on-site position, Monday - Friday, during normal business hours, with the potential of a remote workday after the 6-month probationary period. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

$60,000 minimum, with the hiring salary commensurate with experience.

This is an Exempt (salaried) position and under FLSA are not eligible for overtime.

Minimum Requirements

• Bachelor's Degree
  1. 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.
• Two or more (2+) years of related experience

Skills:

• Skilled in managing priorities and handling 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 Human Resources Practices and Principles

Preferences

• Experience working in a higher education environment
• Experience working with Oracle HCM/ERP systems

Essential Functions

• Collaborate in the planning and operational management of the division, applying specialized expertise in student, staff, and postdoctoral administration to address complex business, regulatory, and technical challenges.
• Serve as a point of contact on policies and procedures, offering guidance and support to departmental and divisional leadership.
• Process high-volume submissions and HR transactions for faculty, staff, students, and postdocs, ensuring compliance with university policies and regulations.
• Provide advanced coordination of human resources functions by working closely with central HR to maximize the use of the Oracle ERP systems functionality.
• Provide support in coordinating visa and immigration processes for faculty, staff, and postdoctoral associates, working with relevant departments to ensure compliance with immigration regulations.
• Collaborate with department leadership and division finance team to prepare and submit labor distributions for faculty and staff new hires
• Identify potential issues and assist in the development of alternative solutions, which may involve recommending adjustments to policies and procedures.
• Review and analyze trends to provide actionable recommendations that align with or modify departmental, programmatic, or operational goals.
• Analyze data, identify emerging trends, generate reports, and recommend and implement changes to enhance alignment with the institution's mission and strategic objectives.
• Support the development and maintenance of relationships with both internal and external stakeholders.
• Performs all other duties as assigned

Additional Functions

• Support Asana-based project management for the SoNS HR forms and workflows

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.

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