Operations Specialist

Summary

The Rice Business External Relations (ER) Operations Specialist supports the entire ER team with administrative functions in a highly organized and efficient manner. The primary duties include an array of financial reporting responsibilities such as expense reporting, purchasing and vendor management. Other duties include scheduling and facilitating events and meetings, leading or participating in special projects, and office organization and management. The Operations Specialist will also serve as an outward-facing representative for the department, intaking contacts and requests for members of the ER team, welcoming guests, and managing calendars. This position is essential to the effective operation of the External Relations office at Rice Business.

The ideal candidate for this role is detail-oriented, highly organized, and able to manage day-to-day administrative tasks with precision. They possess strong collaborative skills, working well with others while also demonstrating the ability to focus and work independently when needed. This candidate enjoys supporting teams and takes pride in being a reliable resource for colleagues, ensuring smooth operations and providing assistance as needed. They understand that while the nature of the work is administrative and consistent, the specific events and tasks may vary. Above all, they bring a proactive, solution-oriented approach to their role, contributing to the overall success of the team.

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

Internal Posting Notice: At this time, only current Rice employees in regular positions are eligible for consideration.

Workplace Requirements

Rice Business primarily delivers residential classes and activities taking place almost daily between 7 am and 10 pm. We value a highly collaborative and community-based culture, with expectations to provide in-person support and services to all members of our community. Remote work options are limited. Most employment activities are required to be performed in-person and on-campus. This in-person approach is central to the successful achievement of our research and academic missions.  

Workplace Location

This position is exclusively on-site, necessitating all duties to be performed in person. 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 is $56,650 - $60,813 annually, commensurate with experience and qualifications. Exempt (salaried) positions under FLSA are not eligible for overtime. 

Minimum Requirements

• Bachelor’s Degree
  • In lieu of the education requirement, additional related professional work experience, above and beyond what is required, may be substituted on an equivalent year-for-year basis.
• Two or more (2+) years of professional administrative work experience
  • In lieu of the experience requirement, additional education above and beyond what is required may be substituted on an equivalent year-for-year basis.

Skills: 

• Ability to establish and manage priorities and handle numerous time-sensitive projects with conflicting and varied deadlines
• 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

Preferences

• Knowledge of iO financial system and OwlConnect CRM system
• Knowledge of Excel software
• Experience with development and alumni relations functions
• Experience working in a higher education setting
• 3 years of related experience performing administrative duties in a professional office atmosphere
• Experience processing expense reports
• Experience in purchasing and vendor relations
• Experience in customer service

Essential Functions

• Supports the day-to-day operations for a department that has significant business, financial and stakeholder relations responsibilities
• Processes expense, scheduling, purchasing and event-related requests for a team of professionals 
• Provides primary logistical support for the annual Scholarship Luncheon and other high-level stakeholder events from planning through execution.
• Schedules and facilitates meetings for the department or with other departments
• Monitors the office’s resources and supplies, coordinating with other departments in the office
• Develops and implements new processes and procedures for improvements to performance and efficiency
• Coordinates purchasing and vendor requests to support office functions
• Organizes, manages and completes special projects including data entry
• Assists with departmental communication efforts 
• Performs all other duties as assigned

Additional Functions

• Develops and manages the department’s annual business planning process and supporting resources to ensure clear, efficient and effective annual planning.
• Serves as manager and/or contributor to project management software to coordinate on inter-and intra-departmental projects.
• Assists, as necessary at department and school events to ensure their successful execution

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 Human Resources Office via email at [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.

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