Department/Center Administrator

Rice University•Houston, TX

7d•Onsite

About The Position

The Department/Center Administrator serves as the chief administrative and financial leader for the Department of Transnational Asian Studies and the Chao Center for Asian Studies. This position reports to the Department Chair/Center Director and serves as the primary business manager of the department’s fiscal, academic, and administrative functions. The Department/Center Administrator provides financial and operational oversight while serving as a trusted partner to the Dean’s Office, the Department Chair/Center Director, and affiliated faculty, staff, and students. This role manages staff and budgets, directs administrative functions, and ensures effective operations in support of teaching, research, and the interdisciplinary goals of the department. The role requires strong leadership, presence, and collaboration to foster a supportive and high-performing departmental community. The ideal candidate will be an experienced administrative leader with strong financial and organizational management skills, particularly in overseeing budgets in academic or research settings. They will demonstrate a collaborative and hands-on leadership style, working closely with the Department Chair/Center Director, staff, faculty, and the Dean’s Office. Successful candidates will thrive in complex academic settings, balancing day-to-day operational demands with long-term planning. They will be detail-oriented, adaptable, and solutions-focused, with a proven ability to navigate challenges calmly and effectively while maintaining trust and engagement across the department and school. A proven ability to work with people of diverse backgrounds, skills, and perspectives is essential.

Requirements

Bachelor’s degree
In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year for year basis may be substituted
3+ years of related experience in one or more of the following: Business management, administration, or operation, Human resources administration, training, and development, Supervisory experience, Research administration, grants, and contracts with federal or state agencies, Strategic planning
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
Demonstrated leadership, staff supervision, and team-building skills
Skilled at navigating complex interpersonal dynamics and interacting with people of varied temperaments in a calm and diplomatic manner
Advanced proficiency in Microsoft Excel and financial/data management systems
Strong financial acumen with experience in budget oversight and research funding
Excellent data reporting skills
Excellent communication skills (written, verbal, and interpersonal)
Strong critical-thinking, decision-making, and problem-solving abilities
Exceptional organizational skills and attention to detail
Proven ability to see projects through from beginning to end

Nice To Haves

Seven years of related experience
Expert knowledge of word processing, spreadsheet, email, and database software programs to either complete work assignments or direct the completion of work assignments
Excellent data reporting skills
Advanced verbal and written communication skills
Advanced problem-solving and critical-thinking skills
Ability to work independently or supervise others while ensuring the timely completion of work
Resource management skills
Project management skills
University experience

Responsibilities

Leads and manages all departmental/center administrative staff.
Supports the Department Chair/Center Director with strategic planning and implementation of new initiatives and serves as a trusted advisor to faculty leadership.
Serves in a primary role in the development and implementation of the annual budget and short- and long-term budget planning.
Develops and oversees budgets, endowments, faculty funds, research accounts, and gift accounts.
Manages budget monitoring, expenditure review and approval, payment processing, financial analyses, forecasting, and trend identification.
Manages financial operations, including general ledger oversight, balance transfers, payroll, effort reporting, and cost center responsibilities.
Manages and oversees all student-related financial processes, including the processing and distribution of student awards, prizes, fellowships, and other departmental funding opportunities.
Coordinates student employment logistics for departmental or center-related roles.
Coordinates the administrative lifecycle of faculty searches, the formal promotion and tenure (P&T) process, and non-tenure-track (NTT) contract renewals.
Manages the documentation and tracking of faculty leaves and sabbaticals.
Directs departmental operations such as facilities, space allocation, equipment inventory, procurement, events, and workflow approvals.
Manages the human resources function for department staff.
Works with the Department Chair/Center Director and Dean’s Office in the areas of staff recruitment and retention.
Provides faculty and staff with guidance on the interpretation, implementation, and compliance with university policies and regulations.
Manages pre-award and post-award research administration, including faculty research funds, internal projects, grant proposals, and submissions, working closely with faculty.
Manages communications and outreach plans that may include relationship development, event management, and community building.
Partners with the Dean’s Office and central administrative units (e.g., Payroll, HR, Research) to resolve issues and advance departmental initiatives.
Performs other duties as assigned.