Administrative Operations Specialist

Rice University•Houston, TX

2d•$46,000 - $47,500•Onsite

About The Position

The Student Disability Resource Center (SDRC) is a small office staffed by dedicated professionals who assist students with disabilities and learning differences. As the main administrative point of contact for the SDRC, the Administrative Operations Specialist plays a vital role in providing accessible, compassionate, and efficient support to students with disabilities and learning differences. This position ensures smooth office operations by managing financial transactions, expense reconciliations, procurement, and budget-planning input for the SDRC. The Administrative Operations Specialist will provide administrative, organizational, and frontline support to the department, including maintaining staff calendars, assisting with outreach events, generating demographic and appointment data reports, and completing special administrative projects to advance the SDRC's mission and the broader Health & Wellbeing offices.

Requirements

Bachelor's degree
1+ years of experience in a disability services office or administrative setting
Excellent computer skills and demonstrated experience with office software and email applications
Demonstrated success in following through and completing routine tasks
Excellent customer service and interpersonal skills
Meticulous attention to detail
Ability to work independently and as part of a team to meet expected deadlines and schedules
Ability to prioritize work and multitask in a moderately paced setting
Excellent organizational skills and attention to detail
Ability to take initiative and ownership of projects
Strong written and verbal communication skills
Ability to exercise sound judgment in making decisions
Relevant subject matter knowledge

Nice To Haves

2+ years of experience working in a higher education setting
Familiarity with electronic health records
Cultural competence and experience working with diverse student populations
Interest in disability services, student services, or helping professions
Experience working with adolescents or college-aged populations, as well as parents
Prior experience with the electronic record systems AIM and Maxient
Knowledge of, or ability to learn, website management software
Knowledge of office budget management and procurement
Strong customer service skills
Excellent attention to detail and follow-through on tasks
Ability to establish and maintain appropriate professional boundaries

Responsibilities

Implements, administers, and evaluates the day-to-day business and administrative activities of the Student Disability Resource Center (SDRC)
Serves as the primary administrative point of contact, including answering phones and emails and assisting visitors in person by providing general information about SDRC services and procedures, as well as university resources
Prepares and organizes paperwork, intake forms, releases, and correspondence in the SDRC's electronic filing system
Supports the SDRC's virtual scheduling processes, including processing digital intake paperwork and consent forms and organizing virtual appointment links
Provides input on the budget, budget planning, and other financial matters to the Director
Processes financial transactions, including expense reconciliations and procurement, for the SDRC and, as needed, for Health & Wellbeing
Organizes, manages, and completes special projects as needed
Assists with audits and produces reports on SDRC demographic and appointment statistics as requested by university administration
Manages the ordering and inventory of office supplies for the Center
Supports event and outreach planning, including hosting, purchasing, and setup
Supports SDRC staff appointments by managing calendars and resolving scheduling conflicts
Assists in triaging student requests for SDRC services
Assists with after-hours messages
Maintains accurate and confidential student records in compliance with university policies and legal regulations (e.g., FERPA and HIPAA, where applicable)
Participates in staff meetings, training sessions, and quality-improvement activities
Performs all other duties as assigned
Audits student records for accuracy and ensures consent forms and contact information are current
Supports administrative staff during campus crises and emergencies
Assists with audio/visual setup, equipment needs, and basic IT troubleshooting
Assists with the health vending machine located on campus, including purchasing and restocking items
Maintains up-to-date knowledge of campus and community resources
Assists with event development and planning, including training and engagement activities
Supports conference and travel arrangements for staff
Assists other administrative professionals in the division, specifically within Health & Wellbeing, as needed
Assists with preparations for major capital improvement projects
Provides feedback on policies and procedures related to the management of general operations
Maintains effective communication with all stakeholders and campus partners