"Operations Specialist"

Position Summary

The Operations Specialist will play a critical role in supporting the Dean of Humanities and Arts, Associate Deans, and ensuring the efficient operation of the Dean's office. Reporting to the Assistant Dean, this multifaceted position combines executive-level support with comprehensive office management duties, requiring a high degree of professionalism, discretion, and organizational skill. This role requires a dynamic and positive attitude, attention to detail, and the ability to handle sensitive information with discretion. In addition, the role serves as the central point of contact for the Dean of Humanities and Arts office, providing a welcoming and professional presence for visitors, faculty, staff, and stakeholders.

Ideal Candidate Statement

The ideal candidate is a proactive, personable professional who thrives as a high-visibility "problem solver" within a dynamic Dean's Office. They blend exceptional organizational skills with the initiative of a self-starter, anticipating needs and managing complex operations with both discretion and a "can-do" attitude. A confident communicator and dependable collaborator, they excel at building relationships across the organization while maintaining the highest standards of professionalism and punctuality. Ultimately, they are a dedicated, service-oriented individual who takes pride in ensuring a supportive, efficient environment for all stakeholders.

Workplace Requirements

On-campus position: This position is exclusively on-site, necessitating all duties to be performed in person in the School of Humanities, Monday-Friday, 8 a.m.-5 p.m. While the role primarily follows standard business hours, occasional evening or weekend work may be required to support key initiatives or events. We appreciate flexibility and will always aim to communicate scheduling needs in advance. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

This position is benefits-eligible and exempt, with an anticipated salary range of $65,000 - $70,000, depending on experience and qualifications.
*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
• 2+ years of proven experience in office administration, project management, executive assistant, or similar roles
  • 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

• Ability to establish and manage priorities and handle numerous time-sensitive projects with conflicting and varied 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
• Demonstrated ability to develop and meet budget goals
• Excellent planning and organizational skills
• Excellent interpersonal, verbal, and written communication skills
• Contextual understanding of the Dean's role within the university framework
• Exceptional attention to detail and a proactive approach to tasks
• Ability to handle confidential information with integrity and professionalism
• Strong problem-solving skills and the ability to work independently with minimal supervision
• Excellent interpersonal and communication skills with the ability to cultivate professional and business partnerships
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proficiency in Google Calendar management

Preferences

• Experience working in higher education or other nonprofit institutions
• Rice University experience

Essential Functions

Administrative Support

• Coordinate the deans' activities, including management of a complex calendar, travel arrangements and associated logistics, and expense reports
• Prepare and edit correspondence, reports, presentations, and other documents as needed
• Process monthly expense reports
• Handle confidential information with a high level of discretion and professionalism
• Assist in preparing for events such as chair and director meetings, lectures, advisory board meetings, external reviews, and job candidate visits, including preparing agendas, itineraries, and managing logistics, including travel
• Coordinate communication between the deans and internal/external stakeholders

Office & Front Desk Coordination

• Serve as the first point of contact for the Dean of Humanities & Arts, welcoming and assisting visitors in a professional and courteous manner while serving as a resource for general inquiries
• Manage room reservations and calendars for conference rooms and shared spaces
• Answer and direct phone calls, manage emails, and sort incoming and outgoing mail
• Serve as the primary contact for facilities and IT service requests, facilitating timely communication and resolution, particularly for shared spaces such as conference rooms
• Arrange meetings and assist with routine conferences and workshops, including setting up Zoom meetings, ordering meals, and coordinating catering for the Dean's office
• Order and maintain breakroom and general office supplies, ensuring inventory is tracked and replenished regularly
• Maintain a clean and organized reception area and shared spaces
• Demonstrate initiative by identifying opportunities to improve office operations and proactively addressing issues

Performs all other duties as assigned

Additional Functions

• May support other programs, initiatives, and events in the Humanities

Special Instructions to Applicants:
Interested applicants should attach a cover letter and resume in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues.

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