Administrative Operations Specialist II
About The Position
The Interdisciplinary Research Support Office (IRSO) provides comprehensive post-award and administrative services for multi-departmental and multi-institutional research initiatives, as well as for centers and institutes across Rice University. As a central unit supporting a broad portfolio of interdisciplinary activities, IRSO offers staff exposure to a wide range of research programs, operational needs, and stakeholder groups across the university’s research enterprise. The Administrative Operations Specialist II will provide administrative, financial, and operational support to faculty, research centers, institutes, and campus administrators. The position functions within IRSO’s collaborative and highly dynamic work environment, which emphasizes process improvement, operational excellence, and effective service delivery to diverse research partners. IRSO operates under a flexible, team-based organizational model that promotes cross-training, shared problem-solving, and the adoption of innovative practices, tools, and technologies. Staff routinely work across projects and functional areas, fostering a cohesive environment that supports professional development, encourages initiative, and enables individuals to expand their capabilities in alignment with evolving research needs.
Requirements
- Bachelor’s Degree
- 2+ years of administrative experience
- Exceptional organizational and time management skills — Able to independently manage multiple time-sensitive projects, shifting priorities, and competing deadlines with consistency and accuracy
- Strong sense of responsibility and initiative — Demonstrates ownership of work and proactive follow-through, with close attention to detail and accuracy
- Sound judgment and problem-solving — Exercises effective decision-making and analytical thinking in a fast-paced environment
- Excellent interpersonal and communication skills — Communicates clearly in verbal and written formats and collaborates effectively with diverse stakeholders
- Ability to work independently and collaboratively — Maintains professionalism, diplomacy, and discretion, including when handling confidential or sensitive information
- Demonstrated reliability and conscientiousness — Consistently produces high-quality work and upholds commitments
- Proficiency in virtual collaboration tools — Works effectively in virtual meeting and teamwork environments, including platforms such as Zoom and Microsoft Teams
Nice To Haves
- Interest or experience in financial operations — Includes budgeting, reconciliation, or related administrative financial activities
- Enthusiasm for learning and adopting new tools — Comfortable experimenting with evolving technologies and workplace practices
- Self-motivated and resourceful — Able to troubleshoot issues and develop solutions proactively
- Collaborative team contributor — Enjoys sharing knowledge and supporting group process improvement efforts
- Experience with enterprise business systems — Familiarity with Oracle-based platforms or similar systems
- Comfort with emerging technologies — Willing to explore tools, including AI-enabled solutions, to enhance efficiency and workflows
Responsibilities
- 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
- Acts as the primary provider of purchasing support to the department and supports initiatives as required
- Prepares and submits expenditure reports for faculty and support staff as required
- 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
- Organizes, manages, and completes special projects
- Provides calendar support as required, including (upon request) the planning and implementation of associated outreach activities that may include communications, events, training, conferences, and fundraising
- Performs all other duties as assigned
Benefits
- Comprehensive post-award and administrative services
- Exposure to a wide range of research programs, operational needs, and stakeholder groups
- Flexible, team-based organizational model
- Cross-training opportunities
- Shared problem-solving
- Adoption of innovative practices, tools, and technologies
- Professional development
- Opportunity to expand capabilities
- Hybrid role supporting flexibility and in-person collaboration
- Health insurance
- Dental insurance
- Vision insurance
- Life insurance
- Paid holidays
- Paid time off
- Retirement plan options
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
