Office Manager

Special Instructions to Applicants:In PDF form, applicants should attach a resume and cover letter in the Supporting Documents section of the application

About Rice

Boasting a 300-acre tree-lined campus in Houston, Texas, 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, lecture 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.

Rice is also a wonderful place to work. Rice faculty, staff, and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in how we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community, and Excellence.

Position Summary

The Office Manager at the Doerr Institute for New Leaders is responsible for a variety of administrative and financial matters for the Institute. The position manages the day-to-day operations of the office, creating and implementing plans, processes, and procedures to ensure effective and efficient functionality to support the success of the Institute’s strategic priorities.

In addition to being the first point of contact for students, staff, and faculty, the individual in this role also provides executive support to the Director and other members of the leadership team. This includes managing their calendars, organizing meetings and travel arrangements, assisting with expense reports, organizing events, preparing reports, and assisting with projects. 

Founded in 2015, Rice University’s Doerr Institute for New Leaders has quickly become a national leader in university-based leader development. As an integral part of Rice University, the Doerr Institute designs and delivers evidence-based programs that elevate students’ capacity to lead, regardless of their background or career path. The Institute brings together professional coaches, experienced facilitators, scholars, and researchers to support the personal growth of Rice students. Through partnerships with other institutions and contributions to the global field of leader development, the Doerr Institute continues to set a high standard for innovation and impact.

The ideal candidate will thrive in a fast-paced, team-oriented environment and will be a self-starter with the ability to manage competing priorities, think broadly, and interact with a wide range of stakeholders with professionalism.

Workplace Requirements

This position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration (minimum two days in the office per week). Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

This is a full-time, benefits-eligible position, and the proposed salary range is $60,813 to $69,900 annually, depending on qualifications and 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 a year-for-year basis, may be substituted.
• Two or more (2+) years of related work 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:

• 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 
• Demonstrated ability to handle sensitive issues and maintain confidentiality
• Strong knowledge of processes required to support efficient administrative workflow
• Demonstrated ability to identify and implement business process improvements
• Strong knowledge of relevant subject matter

Preferences

• Three years of administrative management in a higher education setting
• Experience working with an Oracle Cloud ERP 
• Experience working with a Human Capital Management system
• Experience with budget forecasting and financial processes
• Advanced user in Google Workplace
• Advanced user in Microsoft Office. 
• Curiosity in optimizing through Artificial Intelligence (AI)

Essential Functions

• Assists with the business operations within the Doerr Institute for New Leaders, which may have complex technical challenges requiring subject matter expertise
• Manages building budgets, human resources, and facilities functions
• Organizes, manages, and completes special projects
• 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 Institute, program, or function
• Develops and implements outreach strategies that may include relationship development, communications, and compliance
• Performs all other duties as assigned

Additional Functions

• Manages all administrative activities associated with independent contractors (PSA distribution and archiving, supplier setup with Procurement, visitor account creation, PO creation and payment, distribution of monthly communications, etc.)
• Coordinates the Director’s activities, including management of calendar, travel arrangements, associated logistics, and expense reports.
• Manages procurement activities for the Institute (creating and distributing purchase orders, approving and receiving departmental invoices, ordering and managing office supplies, books, and other materials)
• Manages the office (plans departmental events, parties, and meetings, greets guests, and ensures efficient administration of the Institute’s reception area and break room, triages the [email protected] email account, and handles office mail)
• Supports human capital management functions (submits all personnel actions, assists with employee onboarding, assists with student hiring)
• Coordinates with Rice University’s Real Estate and Facilities department to supervise all building maintenance requests, repairs, renovations, and special projects.
• Supports student programs (supply procurement, attendance/retention tracking, sending calendar invitations, creating Canvas pages)

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

Rice Mission and Values: Mission and Values | Rice University

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 contact Rice University’s Disability Resource Center at 713-348-5841 or [email protected] for support.

If you have any additional questions, please email us at [email protected]. Thank you for your interest in employment with Rice University.