Administrative Operations Specialist

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

Position Summary

The Administrative Operations Specialist provides complex administrative and operational support to the Doerr Institute for New Leaders. The incumbent creates and implements plans, processes, and procedures to ensure the effective and efficient functionality of the Institute to support the success of strategic priorities. Specifically, the incumbent is responsible for administering the institute's vendor management process, supporting leader development programs administratively, coordinating and planning programs and events, coordinating the operational and administrative details of the office, processing finance, and human capital management (HCM) transactions, managing the institute's financial operations, budget forecasting, and coordinating the operational and administrative details of the office as needed (such as office moves, coordinating repairs, renovations and office moves, and maintaining office supply inventory and equipment).

The ideal candidate has excellent time management and organization skills and is proactive and service-oriented.

This position offers a flexible work schedule (minimum of 3 days in the office per week).

This is a full-time, benefits-eligible position with a hiring range of $51,000 to $60,000 annually, contingent upon qualifications and experience.

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
• Three years of related administrative experience
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted
• Skills Required
  • 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
  • Strong knowledge of relevant subject matter

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
• Organizes manages, and completes special projects (same)
• 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
• Assesses training needs and may develop associated training
• Performs all other duties as assigned

Additional Functions

• Vendor setup and management (supplier setup with procurement, visitor account creation, PSA distribution and archiving, parking validation distribution)
• Create and distribute purchase orders
• Approve and receive invoices
• Order and manage office supplies, books, and other materials
• Triage View email address on us.fitly.work email account
• Send calendar events to vendors
• Meeting and event support (room reservations, food orders, copies, take and manage meeting notes)
• Distribute Accredible badges
• Purchase EQ-i tokens and distribute EQ-i reports
• Updating syllabi with new dates
• Send, retrieve, and distribute mail
• Distribute Continuing Coach Education hours
• Set up FERPA training for vendor coaches, apprentices, and Doerr staff
• Assist with the onboarding of student workers, apprentices, affiliates, ambassadors
• Post monthly announcements in Canvas (comms blast, post-webinar follow-up, post-kickoff follow-up)

Rice University HR | Benefits

Rice Mission and Values

Mission and Values | Rice University

Rice University is an Equal Opportunity Employer with a commitment to diversity at all levels. It considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.

Faculty and staff are expected (but not required) to have completed a full vaccination series for COVID-19 (currently defined as a full course COVID-19 Vaccine (typically two shots of a WHO-approved COVID-19 Vaccine or one J&J) and a COVID-19 booster. Rice does not require documentation for COVID-19 vaccination at this time for faculty and staff. More information can be found here:

Boasting a 300-acre tree-lined campus in Houston, Rice University is ranked among the nation's top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.