Administrative Specialist II (Finance)

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.

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 Deans office is seeking a dynamic and detail-oriented Administrative Specialist to oversee and manage human resources functions for staff, students, and postdoctoral associates. This pivotal role involves administering HR processes, maintaining documentation, and ensuring accurate records for all personnel within the School of Natural Sciences division. The successful candidate will provide expert guidance on HR policies and procedures, supporting a range of HR activities, from the hiring of staff and students to updating payroll and assignment records. Additional responsibilities include processing visa applications for international employees and managing the termination of assignments.

We are looking for a proactive, customer-focused individual with strong attention to detail, excellent communication skills, and the ability to collaborate effectively across teams. The ideal candidate will be a quick learner with a solutions-oriented mindset, able to navigate complex HR tasks and contribute to the efficient operation of the department.

Ideal Candidate Statement:

The ideal candidate for the Administrative Specialist position will be a highly organized and resourceful professional with a strong background in human resources and a passion for delivering exceptional service. This individual will be detail-oriented and able to manage a variety of HR functions while ensuring accuracy and efficiency in all processes.

This candidate will be a self-motivated, results-driven professional with the ability to manage multiple priorities and support the ongoing success of the Wiess School of Natural Sciences. Their dedication to efficiency, accuracy, and service excellence will make them an essential asset to the Dean's office.

Workplace Requirements:

This is an on-site position, Monday - Friday, during normal business hours, with the potential of a remote workday after the probationary period. Per Rice policy 440 , work arrangements may be subject to change.

Hiring Range: $56,000 - $60,000

*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements:

• Bachelor's Degree
• 2 + years of related experience

Required Skills:

• Skilled in managing priorities and handling multiple time-sensitive projects with conflicting deadlines.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tact
• Demonstrated creativity, problem-solving, critical analysis, initiative, judgment, and decision-making skills
• Demonstrated ability to develop and meet budget goals
• Excellent planning and organizational skills
• Excellent interpersonal, verbal, and written communication skills
• Strong knowledge of the relevant subject matter

Preferences:

• Experience working in a higher education environment
• Experience working with Oracle HCM/ERP systems

Essential Functions:

• Collaborate in the planning and operational management of the division, applying specialized expertise in student, staff, and postdoctoral administration to address complex business, regulatory, and technical challenges.
• Serve as a subject matter expert on policies and procedures, offering guidance and support to departmental and divisional leadership.
• Process high-volume submissions and HR transactions for staff, students, postdocs, and faculty, ensuring compliance with university policies and regulations.
• Provide advanced coordination of human resources functions by working closely with HR to maximize the use of iO system functionality.
• Oversee the coordination of visa and immigration processes for faculty, staff, and postdoctoral associates, working with relevant departments to ensure compliance with immigration regulations.
• Identify potential issues and develop alternative solutions, which may involve recommending adjustments to policies and procedures.
• Review and analyze trends to provide actionable recommendations that align with or modify departmental, programmatic, or operational goals.
• Analyze data, identify emerging trends, generate reports, and recommend and implement changes to enhance alignment with the institution's mission and strategic objectives.
• Support the development and maintenance of relationships with both internal and external stakeholders.
• Performs all other duties as assigned

Additional Functions

• Provides assistance and backup with faculty administration

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

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer committed to diversity at all levels and 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.

Rice University is committed to ensuring Equal Employment Opportunity and the full inclusion of all qualified persons in the workplace. This commitment includes providing reasonable accommodations to persons with disabilities. For applicants with disabilities who require 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 questions, please email us at jobs@rice.edu . Thank you for your interest in employment with Rice University.