Administrative Operations Specialist II

Rice University•Houston, TX

3d•Hybrid

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 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