Senior Department Administrator

Rice University•Houston, TX

7h•$92,500 - $101,750•Onsite

About The Position

The Senior Department Administrator serves as the financial and human resource expert for the Shepherd School of Music, combining strategic budget planning with hands-on administrative support. Reporting to the Senior Assistant Dean & Managing Director, this position works in close partnership with the Dean, department chairs, faculty, staff, and central university offices. Success in this role depends on earning trust and advancing school goals through collaboration. The Sr. Department Administrator plays a vital part in maintaining a culture of service excellence. They serve a critical leadership role in financial forecasting and long-term planning for the school, while remaining actively engaged in daily operations and transactional work such as processing payroll, expenses, reimbursements, contracts, and reports in support of faculty and key staff. We are looking for a candidate who brings strong financial acumen and sound judgment, and also sees themselves as a service-oriented collaborator. They will maintain a steady, proactive approach while navigating the diverse roles and ranks of an academic environment. They are comfortable managing complex budgets and identifying practical paths forward, acting as a creative problem-solver who balances high-level strategy with approachable, hands-on partnership with faculty, staff, students, and world class guest artists and scholars.

Requirements

Bachelor’s Degree
In lieu of the education requirement, additional related experience above and beyond what is required may be substituted on an equivalent year-for-year basis.
Three or more (3+) years of related experience in one or more of the following:
Business management/administration/operations
Human resources administration/training and development
Research administration, grants, and contract management
In lieu of the experience requirement, additional related education, above and beyond what is required, may be substituted on an equivalent year-for-year basis.
Strong financial acumen with experience in budget management
Excellent analytical and data reporting skills, with the ability to translate information into clear, decision-supporting insights
Excellent written, verbal, and visual communication skills, including the ability to communicate effectively with faculty, staff, and senior leadership
Demonstrated sound judgment, critical thinking, and problem-solving skills in complex or ambiguous situations
Skilled at navigating complex interpersonal dynamics and interacting with diverse constituents in a calm and diplomatic manner
Exceptional organizational skills and attention to detail
Ability to work independently and as a team, ensuring the timely completion of work
Ability to handle sensitive information with discretion and professionalism.
Experience with enterprise-scale financial, HR, and administrative systems (e.g., Oracle, PeopleSoft, or comparable platforms)
Advanced proficiency in Microsoft Excel and financial/data management systems

Nice To Haves

Seven or more (7+) years of progressively responsible administrative and financial management experience, preferably in higher education.
Demonstrated expertise in financial management, including development and oversight of complex budgets, stewardship of multiple funding sources, forecasting, and financial decision-making in support of academic priorities
Rice University work experience or experience in any higher education environment is strongly desired

Responsibilities

Lead budget planning, forecasting, and ongoing financial analysis for the Shepherd School of Music.
Monitor, manage, reconcile operating budgets, endowments, gifts, and restricted funds to ensure responsible stewardship and alignment with school priorities.
Prepare regular financial reports and analyses for the Dean and senior leadership, advising on trends, risks, and opportunities.
Support long-term financial planning as the School advances its academic, artistic, and strategic goals.
Execute and oversee financial transactions, including expense processing, reimbursements, payroll coordination, purchase orders, and financial reporting.
Approve expenditures within delegated authority and ensure compliance with Rice financial policies and procedures.
Maintain accurate financial records and proactively monitor accounts to prevent deficits or compliance issues.
Identify opportunities to streamline processes, improve reporting, and strengthen financial transparency and efficiency.
Serve as the primary HR liaison for the School, interpreting and implementing university policies related to faculty and staff appointments, payroll, benefits, and compliance.
Support faculty and staff with HR-related processes while maintaining confidentiality and adherence to Rice policies.
Serve as the Shepherd School’s main point of contact with central offices, including Budget, Payroll, Human Resources, Controller’s Office, Financial Aid, and Procurement.
Ensure effective communication and coordination between the School and university partners.
Support administrative processes related to faculty activity, visiting guest artists and lecturers, and school-wide initiatives.
Interpret and ensure compliance with university policies, contracts, and financial regulations.
Provide hands-on finance and administrative support to faculty and key staff, including processing reports, expenses, payroll submissions, and funding requests.
Advise faculty on appropriate use of funds and university procedures, enabling them to focus on teaching, scholarship, and performance.
Manages pre- and post-award research administration, including faculty research funds, internal projects, grant proposals and submissions, working closely with faculty
Assist faculty with required paperwork and supplier registration, and manage guest artist/lecturer logistics, including flights, hotels, and bookings, in alignment with faculty chair and departmental budgets.
Oversee the administration of school-wide scholarship awards, including coordinating with faculty and Asst Dean Enrollment & Student Affairs on award recommendations; ensuring compliance with donor restrictions, university policies, and financial aid guidelines; processing award allocations; and serving as a liaison with Graduate Student Administrator as well as central financial aid and student accounts offices to ensure accurate and timely disbursement.
In coordination with the Dean and the Sr. Assistant Dean, manage administrative oversight of endowment and gift funds for the school, including monitoring balances and allowable uses; preparing financial reports and summaries for school leadership and advancement partners; supporting stewardship and donor reporting efforts; and coordinating with the Development team to ensure compliance, transparency, and alignment with donor intent.