Administrative Operations Specialist

Administrative Operations Specialist

The Student Disability Resource Center (SDRC) is a small office staffed by dedicated professionals who assist students with disabilities and learning differences. As the main administrative point of contact for the SDRC, the Administrative Operations Specialist plays a vital role in providing accessible, compassionate, and efficient support to students with disabilities and learning differences. This position ensures smooth office operations by managing financial transactions, expense reconciliations, procurement, and budget-planning input for the SDRC. The Administrative Operations Specialist will provide administrative, organizational, and frontline support to the department, including maintaining staff calendars, assisting with outreach events, generating demographic and appointment data reports, and completing special administrative projects to advance the SDRC's mission and the broader Health & Wellbeing offices.

The ideal candidate is a compassionate administrative professional who is detail-oriented, creative, technologically savvy, and committed to supporting students with disabilities in a private and inclusive environment. A successful candidate will be able to multitask, manage web-based systems, and serve as a friendly, professional face for visitors and staff alike. This role is central to maintaining a welcoming, organized, and confidential environment for students seeking disability services.

This benefits-eligible position is full-time at 40 hours per week, Monday through Friday, with occasional after-hours work to support events, trainings, and meetings as needed.

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

Hiring Range: $46,000 - $47,500 annually, contingent upon experience and qualifications.

*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements:

• Bachelor's degree
• 1+ years of experience in a disability services office or administrative setting

Skills:

• Excellent computer skills and demonstrated experience with office software and email applications
• Demonstrated success in following through and completing routine tasks
• Excellent customer service and interpersonal skills
• Meticulous attention to detail
• Ability to work independently and as part of a team to meet expected deadlines and schedules
• Ability to prioritize work and multitask in a moderately paced setting
• Excellent organizational skills and attention to detail
• Ability to take initiative and ownership of projects
• Strong written and verbal communication skills
• Ability to exercise sound judgment in making decisions
• Relevant subject matter knowledge

Preferences:

• 2+ years of experience working in a higher education setting
• Familiarity with electronic health records
• Cultural competence and experience working with diverse student populations
• Interest in disability services, student services, or helping professions
• Experience working with adolescents or college-aged populations, as well as parents
• Prior experience with the electronic record systems AIM and Maxient
• Knowledge of, or ability to learn, website management software
• Knowledge of office budget management and procurement
• Strong customer service skills
• Excellent attention to detail and follow-through on tasks
• Ability to establish and maintain appropriate professional boundaries

Essential Functions:

• Implements, administers, and evaluates the day-to-day business and administrative activities of the Student Disability Resource Center (SDRC)
• Serves as the primary administrative point of contact, including answering phones and emails and assisting visitors in person by providing general information about SDRC services and procedures, as well as university resources
• Prepares and organizes paperwork, intake forms, releases, and correspondence in the SDRC's electronic filing system
• Supports the SDRC's virtual scheduling processes, including processing digital intake paperwork and consent forms and organizing virtual appointment links
• Provides input on the budget, budget planning, and other financial matters to the Director
• Processes financial transactions, including expense reconciliations and procurement, for the SDRC and, as needed, for Health & Wellbeing
• Organizes, manages, and completes special projects as needed
• Assists with audits and produces reports on SDRC demographic and appointment statistics as requested by university administration
• Manages the ordering and inventory of office supplies for the Center
• Supports event and outreach planning, including hosting, purchasing, and setup
• Supports SDRC staff appointments by managing calendars and resolving scheduling conflicts
• Assists in triaging student requests for SDRC services
• Assists with after-hours messages
• Maintains accurate and confidential student records in compliance with university policies and legal regulations (e.g., FERPA and HIPAA, where applicable)
• Participates in staff meetings, training sessions, and quality-improvement activities
• Performs all other duties as assigned

Additional Functions:

• Audits student records for accuracy and ensures consent forms and contact information are current
• Supports administrative staff during campus crises and emergencies
• Assists with audio/visual setup, equipment needs, and basic IT troubleshooting
• Assists with the health vending machine located on campus, including purchasing and restocking items
• Maintains up-to-date knowledge of campus and community resources
• Assists with event development and planning, including training and engagement activities
• Supports conference and travel arrangements for staff
• Assists other administrative professionals in the division, specifically within Health & Wellbeing, as needed
• Assists with preparations for major capital improvement projects
• Provides feedback on policies and procedures related to the management of general operations
• Maintains effective communication with all stakeholders and campus partners

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Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University's Human Resources Office via email at View email address on click.appcast.io for support.

If you have any additional questions, please email us at View email address on click.appcast.io. Thank you for your interest in employment with Rice University.