Senior Department Administrator

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

About Rice:

Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation’s top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities. 

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community and Excellence.

Position Summary:

The Wiess School of Natural Sciences is seeking three Senior Department Administrators to serve as the chief administrative leaders for the Departments of Chemistry, Physics and Astronomy, and Earth, Environmental, and Planetary Sciences. This position reports to the Department Chair but works closely with and is accountable to the Assistant Dean of Business Operations.

The Senior Department Administrator provides financial and operational oversight while serving as a trusted partner to the Dean's office, faculty, staff, and students. This position manages the department staff and budgets, directs administrative functions, and ensures effective departmental operations in support of teaching and research. The role requires strong leadership, presence, and collaboration to foster a supportive and high-performing departmental community.

Ideal Candidate Statement:

The ideal candidate will be an experienced administrative leader with strong financial and organizational management skills, particularly overseeing budgets in academic or research settings. They will demonstrate a collaborative and hands-on leadership style, working closely with the department chair, staff, faculty, and the Dean’s office while fostering an inclusive, respectful, and high-performing team environment. 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 the ability to navigate challenges calmly and effectively while maintaining trust and engagement across the department and school. The strengths and interests of each candidate, as well as the needs of each department, will be considered when identifying the best match of candidate with department.

Workplace Requirements: This position is based primarily on-site, with minimal flexibility for remote work, as approved by the Department Chair. The role requires regular in-person presence at Rice University campus in Houston, TX to ensure effective leadership, collaboration, and oversight of departmental operations. Per Rice policy 440, work arrangements may be subject to change.

This role is classified as an essential position, requiring on-site presence to effectively carry out its vital functions.

Hiring Range: $92,500 minimum, with the hiring salary commensurate with experience. This is an Exempt (salaried) position and 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, may be substituted on an equivalent year-for-year basis. 
• Five or more (5+) years of related administrative and financial management experience 
• 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. 

Skills:

• Demonstrated leadership, staff supervision, and team-building skills 
• 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

Preferences:

• Bachelor’s or other advanced degree
• Experience in higher education administration, particularly within academic or research departments
• Advanced knowledge of budgeting, general ledger management, chart of accounts, and research administration including the ability to perform trend analysis and make projections
• Strong supervisory experience with a demonstrated ability to build trust, retain staff, and foster a collaborative team culture
• Proven ability to work directly with faculty on academic administration, grant support, and departmental operations
• Familiarity with Rice systems such as iO, effort reporting, Adobe Sign, and related university financial/HR tools
• Excellent Excel skills and ability to analyze, organize, and present financial data 

Essential Functions:

• Leads and manages all departmental administrative staff
• Supports the department chair with strategic planning and implementation of new initiatives, and serves as a trusted advisor to the chair
• Partners with the Dean’s office and central administrative units (e.g., Payroll, HR, Research) to resolve issues and advance departmental initiatives 
• Develops and oversees departmental budgets, endowments, faculty funds, and research accounts
• Manages financial operations including general ledger oversight, balance transfers, payroll, effort reporting, and cost center responsibilities
• Oversees the administrative aspects of graduate and undergraduate program operations, including admissions, curriculum, accreditation, course management, and student support
• Manages research administration (pre- and post-award), working closely with faculty and research staff
• Oversees faculty recruitment, searches, promotion and tenure processes, and visa administration
• Directs departmental operations such as space and facilities management, procurement, events, and workflow approvals
• Performs other duties as assigned

Additional Functions:

• May oversee a Stockroom 
• Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits
• Rice Mission and Values: Mission and Values | Rice University

• May Oversee Cost-Centers

• May oversee a Stockroom 
• Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits
• Rice Mission and Values: Mission and Values | Rice University

Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please contact Rice University’s Disability Resource Center at 713-348-5841 or adarice@rice.edu for support.

If you have any additional questions, please email us at jobs@rice.edu. Thank you for your interest in employment with Rice University.