"Senior Department Business Administrator"

Position Summary

This position serves as the chief administrative leader for the Department of Civil and Environmental Engineering (CEE). CEE is a top-ranked program within Rice University's School of Engineering & Computing, with a strong focus on research excellence, academic programs, and faculty success.

The Senior Department Business Administrator (SDBA) provides leadership and oversight for the department's administrative, financial, and operational functions. Reporting to the Department Chair, the SDBA works closely with faculty and staff to support research, teaching, and strategic priorities, serving as a senior and trusted administrative partner within the department.

As the department's administrative expert, the SDBA applies policy knowledge, financial expertise, and professional judgment to advance departmental priorities across both the business and academic functions of the department. The role includes leading and managing departmental staff and setting clear expectations for professionalism, accountability, and service. Success depends on earning trust, exercising sound administrative judgment, and advancing departmental goals through collaboration and example. The Senior Department Business Administrator sets the tone for the administrative office and serves as a bridge between staff, faculty, and students in support of the university's core mission.

Ideal Candidate Statement:

The ideal candidate is a collaborative and thoughtful leader who serves as the connective tissue of the department. They pair strong relationship-building skills with professional resilience, allowing them to maintain a proactive and steady approach while working across the diverse roles, ranks, and perspectives of a complex academic environment.

Beyond technical expertise, they are an approachable partner and creative problem-solver who is confident in their judgment and consistently identifies practical paths forward in complex situations, particularly in support of strategic department-level financial and operational decision-making. Successful candidates will understand, or quickly adapt to, the culture and expectations of research-based academic environments, earning credibility through example, consistency, diplomacy, and candid conversation.

Workplace Requirements:

This position is primarily on campus, with limited flexibility for remote work as appropriate. Per Rice policy 440, work arrangements may be subject to change.

This role is classified as an Essential Remote Position. During declared emergencies or crisis events, the incumbent is required to continue duties remotely to ensure business continuity. Employees in this role must remain accessible to leadership, support critical departmental functions, and maintain operations until normal on-site activities resume.

Hiring Range:

$87,000-$92,500 annually, commensurate with experience.

*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, on an equivalent year for year basis may be substituted
• Four or more (4+) years of experience in an administrative role with significant financial and supervisory management
• Skills:
  • Advanced proficiency with Microsoft Office and data and reporting tools to independently complete complex work and guide others in accurate, timely execution
  • Experience with enterprise-scale financial, HR, and administrative systems (e.g., Oracle, PeopleSoft, or comparable platforms)
  • Strong analytical and data reporting skills, with the ability to translate information into clear, decision-supporting insights
  • Excellent written, verbal, and visual communication skills, including the ability to communicate effectively with faculty, staff, and senior leadership
  • Demonstrated sound judgment, critical thinking, and problem-solving skills in complex or ambiguous situations
  • Proven leadership and project management skills, including the ability to prioritize, allocate resources, and manage competing demands
  • Ability to influence, guide, and build consensus across roles and perspectives without reliance on formal authority
  • Ability to work independently and lead teams, ensuring accountability, follow-through, and high standards of performance

Preferences:

• Seven or more (7+) years of progressively responsible administrative and/or supervisory experience
• Experience supporting research administration, including familiarity with sponsor requirements, research expenditures, and related compliance considerations
• Demonstrated expertise in department-level financial management, including development and oversight of complex budgets, stewardship of multiple funding sources, forecasting, and financial decision-making in support of academic and research priorities
• Experience with graduate program administration and graduate student funding models
• Prior administrative experience in a college, university, or research-based academic setting

Essential Functions:

• Provide leadership and oversight for all departmental administrative operations, including supervision and development of staff supporting academic, research, and student programs.
• Direct and integrate core administrative functions of the department, including financial management, research administration, academic and program administration, human resources, communications and outreach, and compliance.
• Partner with the Department Chair and faculty to plan, coordinate, and execute administrative and operational initiatives in support of departmental priorities.
• Serve as the department's primary administrative representative, coordinating with the school and central university offices and providing guidance on the interpretation and application of university policies, sponsor requirements, and regulatory frameworks.
• Lead the development, implementation, and oversight of the department's annual budget and multi-year financial planning, serving as the department's primary financial manager and advisor to the Chair.
• Oversee complex financial operations, including budget monitoring, expenditure review and approval, forecasting, financial analysis, and reporting to support sound decision-making.
• Provide oversight of pre- and post-award research administration, ensuring effective coordination, compliance, and support for faculty research activities.
• Oversee human resources and academic personnel functions, including staff hiring and supervision, performance management and development, faculty appointments and promotion processes, and coordination of visa-related matters for international faculty, staff, and students.
• Provide oversight for graduate and undergraduate program administration, including admissions, student funding and fellowships, curriculum support, accreditation activities, and coordination with advising functions.
• Guide and support administrative services to faculty, ensuring clarity, consistency, accountability, and alignment with university practices.
• Perform other duties as assigned in support of departmental and institutional goals.

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