Special Instructions to Applicants: All interested applicants should attach a resume in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.”

Position Summary:

The Department of Earth, Environmental & Planetary Sciences seeks a Department Operations Administrator who provides daily administrative support for the Department and manages projects for the Department Chair and Senior Department Administrator. The Operations Administrator serves as the point person for faculty, staff, students, and visitors' questions and concerns. They also assist with problem-solving for various matters. Other responsibilities include: managing HR responsibilities for faculty, including promotion and tenure activities; maintains faculty annual reports; lecturer and postdoc recruiting and appointments; plans and manages implementation and financial aspects for all major departmental special events, including all aspects of the IRESS symposium and similar department-hosted events; and handles other special projects as directed by the Sr. Department Administrator and EEPS Chair. EEPS is a complex and high-achieving department for its size, and this position requires flexibility, creativity, and responsiveness for a wide range of activities.

The ideal candidate possesses strong organization skills, time and task management, detail focus, must be able to multitask several complex projects and meet ongoing deadlines. This position requires someone who can effectively manage a broad range of issues and work cooperatively with all staff and faculty members in a busy and demanding environment.

Workplace Requirements

This is a full-time benefits-eligible position with a flexible work schedule. Remote work is allowed one day per week with prior approval from the Sr. Department Administrator and EEPS Chair. Attendance at events and special projects is expected. Adjustments to the remote work schedule may be necessary to accommodate department activities with advance notice provided. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range: $63,100 to $69,000/ Annually for exempt staff. Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum 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
• 2 years+ of related experience
  • 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

Skills:

• Advanced knowledge of word processing, spreadsheet, email, and database software programs to complete work assignments, some experience in iO preferred
• Advanced data reporting skills
• Strong verbal and written communication skills
• Intermediate problem-solving and critical-thinking skills
• Ability to work independently, owning responsibility for timely completion of work
• Organizational skills with the ability to manage multiple and sometimes competing deadlines
• Ability to work online in a variety of software apps is essential

Preferences:

• Knowledge of university policies and procedures is highly desirable.
• Utilization of database systems and software such as Excel, MS Office Suite and others.
• Working knowledge of industrial interaction and collaboration, specifically in higher education, this includes industry donations to the department and industry-funded research.
• Work experience in a research university is desirable. Rice University work experience is preferred.
• Knowledge of iO Oracle Cloud and Interfolio systems is highly desirable.
• Knowledge of Visa processes is desirable.

Essential Functions:

• Leads support efforts for faculty programs, notably faculty recruitment, promotion and tenure, and contract renewals. Assists with managing day-to-day operations of the department and/or assigned functions
• Administers three or more major department functions, including faculty program administration, postdoctoral program administration, department events and outreach efforts, EEPS Alumni program, human resources, communications/outreach, and HR compliance. Interprets, implements, and ensures compliance with policies and regulations and recommends changes to departmental procedures and processes
• Represents the department at the university level and/or to external parties
• Creates and implements outreach plans that may include relationship development, communications, and event management
• Under the general direction of the EEPS Chair and/or Senior Department Administrator, serves as the lead coordinator for the IRESS Symposium and similar professional events, with responsibility for all outreach aspects associated with these events, guest relations, scheduling, and planning. Administers the Post-doctoral Program, including assisting faculty with recruitment, the hiring process, recording keeping, visa support and processing, and promotion or termination. Works closely with the EEPS Finance team to ensure appropriate payroll and financial support. Works with the NSCI Dean's office to manage the human resource function for the department; coordinates the visa process for international faculty post-docs; coordinates faculty searches and the promotion and tenure process
• Performs all other duties as assigned

Additional Functions

• In collaboration with the Sr. Department Administrator, oversees the department office and its activities, including recruiting, managing student assistants, delivery and courier services, postal services, maintaining department listservs and messaging, and interacting with visitors and guests to the Department.
• Coordinates with the Building Manager, Lab Managers, and Faculty for large equipment deliveries, notifying all parties involved.
• Works closely with the Alumni Liaison, Grad Student Administrator, and UG Student Coordinator to maintain an Alumni Database listserv.

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits-overview

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Rice University is an Equal Opportunity Employer committed to diversity at all levels. It considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.