Executive Administrator

Rice University•Houston, TX

3d•$100,000•Hybrid

About The Position

The Department of Computer Science is seeking a dynamic and experienced Executive Administrator to serve as the chief administrative leader, overseeing departmental operations, guiding strategic initiatives, and managing all financial activities. The Executive Administrator will provide leadership, management, and strategic direction for all administrative and operational functions within the Computer Science Department, ensuring accuracy, efficiency, and alignment with Rice University policies and procedures. This role serves as a key advisor to the department chair and faculty on administrative matters, as well as overseeing all departmental staff responsible for supporting faculty, staff, and students. This role requires a visionary manager adept at leveraging organizational, financial, and leadership skills to drive departmental efficiency and promote faculty/student success. The successful candidate will be a proven administrative leader with significant experience in strategic planning, financial management, and operational oversight in complex academic settings, preferably within STEM disciplines. Exceptional communication abilities, a strong dedication to diversity and inclusion, and a demonstrated record of building collaborative, innovative environments are essential for this role.

Requirements

Bachelor’s degree in business administration, management, accounting, finance, or a closely related field
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
5 years of related experience in an administrative role with significant financial and supervisory management that includes experience working at a nonprofit organization, college, university, or academic medical center
Expert knowledge of Microsoft Office Suite and database software programs to either complete work assignments or direct the completion of work assignments
Excellent data reporting skills
Excellent presentation, verbal, visual and written communication skills
Excellent critical thinking, decision-making, and problem-solving skills
Excellent leadership, resource management, and project management skills
Demonstrated ability to be creative, delegate, influence, and motivate to gain consensus
Ability to work autonomously or supervise others ensuring the timely completion of work

Nice To Haves

6 years of senior administrative and supervisory experience in a dynamic, fast-paced university setting
Proven expertise in research administration, including in-depth knowledge of research funding guidelines and direct experience managing proposal development and submissions
Extensive experience in graduate program administration and graduate student funding, with a thorough understanding of fellowships, scholarships, academic and international programs, and university policies and procedures
Comprehensive knowledge of HR processes across the employee lifecycle, including recruitment and hiring, workload allocation, performance management, goal setting, job description development, terminations, and salary adjustments

Responsibilities

Responsible for the management and development of all departmental staff involved in administrative operations and support to faculty, students and programs
Participates in multi ‐ year and strategic planning
Manages and directs the development, implementation, administration and evaluation of departmental operations, including, but not limited to: research administration, budget / finance, program administration, human resources, communications / outreach, and compliance
Monitors trends and establishes goals for the department
Acts as the subject matter expert for the department regarding the interpretation, implementation and compliance with policies and regulations
Recommends actions and/or resolves complex issues that span organizational boundaries
Represents the department or function at the university level and/or to external constituencies
Serves a primary role in the development & implementation of the annual budget
Participates in short and long-term budget planning
Oversees the management of complex budgets, including expenditure approval budget monitoring, expenditure review and approval, processing payments, conducting analyses, creating forecasts and identifying trends
Oversees the maintenance of financial records
Directs and manages outreach strategies that may include relationship development, communications, and event management
Oversees the human resource function for the department for staff
Serves as the departmental point of contact for faculty searches and the promotion and tenure process; assists the department chair with these processes as needed
Oversees pre ‐ and post ‐ award research administration
Oversees graduate and undergraduate program administration, including graduate student recruitment and admissions, student records, curriculum support, scholarships, and fellowships, and oversees the coordination of the accreditation process
Advises faculty and senior management on finance, and policy interpretation
Serves as a voice of faculty and staff regarding administrative matters to school leadership and central administration
Performs all other duties as assigned