"Department Administrator"

Position Summary

The Department Administrator serves as the chief administrative and financial leader for the Department of Modern and Classical Languages, Literatures, and Cultures (MCLLC). This position reports to the Department Chair and serves as the primary business manager of the department's fiscal, academic, and administrative functions.

The Department Administrator provides financial and operational oversight while serving as a trusted partner to the Dean's office and the department chair, as well as to the departmental faculty, staff, and students. This role manages the departmental staff and budgets, directs administrative functions, and ensures effective operations in support of teaching, research, and the interdisciplinary goals of the department. The role requires strong leadership, presence, and collaboration to foster a supportive and high-performing departmental community.

Ideal Candidate Statement

The ideal candidate will be an experienced administrative leader with strong financial and organizational management skills, particularly overseeing budgets in academic or research settings. They will demonstrate a collaborative and hands-on leadership style, working closely with the department chair, staff, faculty, and the Dean's office.

Successful candidates will thrive in complex academic settings, balancing day-to-day operational demands with long-term planning. They will be detail-oriented, adaptable, and solutions-focused, with the proven ability to navigate challenges calmly and effectively while maintaining trust and engagement across the department and school. A proven ability to work with people of diverse backgrounds, skills, and perspectives is essential.

Workplace Requirements

This position is exclusively on-site, necessitating all duties to be performed in person at Rice University. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range: Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements

• Bachelor's Degree
• 3+ years of related experience in one or more of the following:
  • Business management/administration/operations
  • Human resources administration/training and development
  • Supervisory experience
  • Research administration, grants, and contracts with federal or state agencies
  • Strategic planning
• In lieu of the education/experience requirement, additional related education and/or experience, above and beyond what is required, may be substituted on an equivalent year-for-year basis

Skills

• Demonstrated leadership, staff supervision, and team-building skills
• Skilled at navigating complex interpersonal dynamics and interacting with people of varied temperaments in a calm and diplomatic manner
• Advanced proficiency in Microsoft Excel and financial/data management systems
• Strong financial acumen with experience in budget oversight and research funding
• Excellent data reporting skills
• Excellent communication skills (written, verbal, and interpersonal)
• Strong critical thinking, decision-making, and problem-solving abilities
• Exceptional organizational skills and attention to detail
• Proven ability to see projects through from beginning to end

Preferences

• Expert knowledge of word processing, spreadsheet, email, and database software programs to either complete work assignments or direct the completion of work assignments
• Excellent data reporting skills
• Advanced verbal and written communication skills
• Advanced problem-solving and critical thinking skills
• Ability to work independently or supervise others, ensuring the timely completion of work
• Resource management skills
• Project management skills
• University experience

Essential Functions

The Department Administrator will be responsible for the overall management, development, and administration of departmental operations, focusing on the following core areas:

Leadership and Staff Management

• Leads and manages all departmental administrative staff, ensuring a focus on the work as an expression of the social context
• Supports the department chair with strategic planning and implementation of new initiatives and serves as a trusted advisor to the chair
• Serves a primary role in the development and implementation of the annual budget and short- and long-term budget planning

Financial and Budget Management

• Develops and oversees departmental budgets, endowments, faculty funds, research accounts, and gift accounts
• Manages budget monitoring, expenditure review and approval, processing payments, conducting financial analyses, creating forecasts, and identifying trends
• Manages financial operations including general ledger oversight, balance transfers, payroll, effort reporting, and cost center responsibilities

Academic and Programmatic Oversight

• Oversees the administrative aspects of graduate and undergraduate program operations, including admissions, curriculum, accreditation, course management, and student support
• Coordinates faculty searches and the promotion and tenure process

Operations and Compliance

• Directs departmental operations such as facilities, space allocation, equipment inventory, procurement, events, and workflow approvals
• Manages the human resources function for department staff, including staff recruitment and retention
• Provides guidance on the interpretation, implementation, and compliance with university policies and regulations

Research Administration and Outreach

• Manages pre- and post-award research administration, including faculty research funds, internal projects, grant proposals and submissions, working closely with faculty
• Manages the connective communications and outreach plans that may include relationship development, event management, and community-building
• Partners with the Dean's office and central administrative units (e.g., Payroll, HR, Research) to resolve issues and advance departmental initiatives
• Performs other duties as assigned

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

Rice Mission and Values: Mission and Values | Rice University