Executive Administrator

Special Instructions to Applicants: Please attach a cover letter and a resume in the Supporting Documents section of the application.

Position Summary

The executive administrator serves as the chief business and financial administrator of the Bioengineering department, a large, complex academic department consistently ranked in the top ten bioengineering departments nationally. The executive administrator leads, manages, and provides strategic direction for the administrative and operations-related functions for the Bioengineering department in accordance with Rice University policies and procedures to ensure overall accuracy, timeliness, and foresight. This person serves in an advisory capacity to faculty and the department chair in areas related to department administration and is responsible for the management of all departmental staff involved in administrative operations and support to faculty, staff in faculty labs, and students, and manages space within the department.

Ideal Candidate Statement:

The ideal candidate is an experienced administrative leader with extensive experience in strategic planning, financial management, and operational oversight within complex academic environments, ideally in STEM disciplines. Exceptional communication skills, a commitment to diversity and inclusion, and a track record of fostering collaboration and innovation are essential attributes of the ideal candidate.

Workplace Requirements

• This position is a full-time position that requires at least 4 days on campus per week. Per Rice policy 440, work arrangements may be subject to change.

Annual hiring range

Minimum $100,000 with hiring salary commensurate with experience and qualifications.

Minimum Requirements

• Bachelor's degree in business administration, management, accounting, finance, or other closely related field

• 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

• 5+ years of related experience in an administrative role with significant financial and supervisory management that includes experience working at a nonprofit organization, college, university, or academic medical center

Skills

• Expert knowledge of Microsoft Office Suite and database software programs to either complete work assignments or direct the completion of work assignments

• Excellent data reporting skills

• Excellent presentation, verbal, visual and written communication skills

• Excellent critical thinking, decision-making, and problem-solving skills

• Excellent leadership, resource management, and project management skills

• Demonstrated ability to be creative, delegate, influence, and motivate to gain consensus

• Ability to work autonomously or supervise others ensuring the timely completion of work

Preferences

• At least 6 years of highly responsible administrative and supervisory experience in a university setting in a fast-paced environment

• Experience with research administration, including familiarity with guidelines for research expenditures and experience with proposal preparation and submission

• Experience with graduate program administration and graduate student funding, familiarity with fellowships/scholarships, academic and international programs, and university policies and procedures

• Knowledge of HR processes related to the employee lifecycle, including recruitment, hiring, workload management, performance management, goal development, job descriptions, terminations, and salary changes

Essential Functions

• Responsible for the management and development of all departmental staff involved in administrative operations and support to faculty, students and programs

• Participates in multi‐year and strategic planning

• Manages and directs the development, implementation, administration and evaluation of departmental operations, including, but not limited to: research administration, budget / finance, program administration, human resources, communications / outreach, and compliance

• Monitors trends and establishes goals for the department

• Acts as the subject matter expert for the department regarding the interpretation, implementation and compliance with policies and regulations

• Recommends actions and / or resolves complex issues that span organizational boundaries

• Represents the department or function at the university level and / or to external constituencies

• Serves a primary role in the development & implementation of the annual budget

• Participates in short and long-term budget planning

• Oversees the management of complex budgets, including expenditure approval budget monitoring, expenditure review and approval, processing payments, conducting analyses, creating forecasts and identifying trends

• Oversees the maintenance of financial records

• Directs and manages outreach strategies that may include relationship development, communications, and event management

• Oversees the human resource function for the department for staff;

• Serves as the departmental point of contact for faculty searches and the promotion and tenure process; assists the department chair with these processes as needed

• Oversees pre‐ and post‐award research administration

• Oversees graduate and undergraduate program administration, including graduate student recruitment and admissions, student records, curriculum support, scholarships, and fellowships, and oversees the coordination of the accreditation process.

• Advises faculty and senior management on finance, policy interpretation and serves as a subject matter expert on academic department operations

• Serves as a voice of faculty and staff regarding administrative matters to school leadership and central administration

• Performs all other duties as assigned

About George R. Brown School of Engineering

The George R. Brown School of Engineering ranks among the top 20 of undergraduate engineering programs (US News & World Report) and is strongly committed to nurturing the aspirations of faculty, staff and students in an inclusive environment

We seek greater representation of women, minorities, people with disabilities, and veterans in disciplines in which they have historically been underrepresented; to attract international students from a wider range of countries and backgrounds; to accelerate progress in building a faculty and staff who are diverse in background and thought; and we support an inclusive environment that fosters interaction and understanding within our diverse community.

Rice University HR | Benefits

https://knowledgecafe.rice.edu/benefits

Rice Mission and Values

Mission and Values | Rice University

Rice University is an Equal Opportunity Employer with commitment to diversity at all levels, and 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.