Senior Department Administrator

Special Instruction to Applicants: Please attach a cover letter and a resume in the Supporting Documents section of the application.

About George R. Brown School of Engineering

The George R. Brown School of Engineering ranks among the top 20 undergraduate engineering programs (US News & World Report) and is strongly committed to nurturing the aspirations of faculty, staff, and students in an inclusive environment.

We seek greater representation of women, minorities, people with disabilities, and veterans in disciplines in which they have historically been underrepresented; to attract international students from a wider range of countries and backgrounds; to accelerate progress in building a faculty and staff who are diverse in background and thought, and we support an inclusive environment that fosters interaction and understanding within our diverse community.

Position Summary:

This position is the chief administrator of a growing engineering department. Rice University's Department of Civil and Environmental Engineering is a top-ranked program that educates the civil and environmental engineering leaders of tomorrow, and conducts cutting-edge research to improve people's lives now and in the future.

The Senior Department Administrator (DA) leads, manages, and provides strategic direction for the administrative and operations-related functions of the Civil and Environmental Engineering (CEE) department in the School of Engineering. This individual is responsible for managing all departmental staff involved in operations and support to faculty, students, and programs. They report directly to the department chair and work in close collaboration with the chair on implementing departmental policies and initiatives.

In addition, the CEE Senior Department Administrator manages the administrative activities in accordance with Rice University's policies and procedures, to ensure overall accuracy, timeliness, and foresight. Such activities include developing and maintaining department and research budgets, managing gift and endowment accounts, affiliates' portfolios, and long-range budget projections in support of the vision and goals of the department and the Chair. The Senior DA will manage and oversee key administrative operations for the department, including budget, research grant administration, student assignments, academic program initiatives, facilities, space allocation, human resources, communications, supervision of staff, equipment inventory, and programmatic and research support.

Ideal Candidate Statement:

The ideal candidate for the Senior Department Administrator position in the Civil and Environmental Engineering (CEE) department at Rice University is a detail-oriented and strategic leader with a proven track record of effectively managing diverse teams and complex administrative functions. They possess exceptional communication skills, both written and verbal, and are adept at fostering a collaborative and responsive environment among faculty, students, and staff from various backgrounds and perspectives. Their leadership style is proactive and inclusive, ensuring accuracy, timeliness, and a forward-thinking approach in the pursuit of excellence within a renowned and growing engineering department.

Proposed Hiring Range: Starting pay is anticipated in the range of $85,000-$90,000, commensurate with experience.

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
• 4+ years of experience in an administrative role with significant financial and supervisory management
  • 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:

• Expert knowledge of Microsoft Office Suite and database software programs to either complete work assignments or direct the completion of work assignments
• Experience using enterprise-scale software management and accounting systems, such as Oracle or PeopleSoft
• Excellent data reporting skills
• Excellent presentation, verbal, visual and written communication skills
• Excellent critical thinking, decision-making, and problem-solving skills
• Advanced leadership, resource management, and project management skills
• Demonstrated ability to be creative, delegate, influence, and motivate to gain consensus
• Ability to work independently or supervise others, ensuring the timely completion of work

Preferences:

• Experience
  • Seven years of highly responsible administrative and/or supervisory experience
  • Experience with graduate program administration and graduate student funding
  • Experience federal, state, and local policies and procedures, federal guidelines for research expenditures
  • Previous administrative experience at a college or university
• Skills
  • Ability to write clear, concise, correspondence on a wide range of topics
  • Ability to change gears between deep thinking and careful review to quick and decisive task management
  • Ability to manage and balance budgets in the short and long-term
  • Knowledge of HR functions, including recruitment, hiring, workload management, performance management, goal development, job description changes, terminations, salary changes, etc.

Essential Functions:

• Responsible for the management of all departmental staff involved in administrative operations and support to faculty, students, and programs
• 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
• Participates in multi-year and strategic planning
• Monitors trends and establishes goals for the department
• Represents the department or function at the school level
• Provides guidance on the interpretation, implementation, and compliance with policies and regulations
• Serves a primary role in the development & implementation of the annual budget and 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
• Manages budget monitoring, expenditure review and approval, processing payments, conducting analyses, creating forecasts, and identifying trends
• Oversees the maintenance of financial records
• Creates, manages, and implements outreach plans that may include relationship development, communications, and event management
• Manages the human resources function for the department for staff; oversees the visa process for international faculty, staff, and students; faculty appointments and the promotion and tenure process; may assist with coordinating faculty searches
• Provides oversight for graduate and/or undergraduate program administration, including graduate student recruitment and admissions, student records, and curriculum support; coordinates the accreditation process; provides oversight in the management of scholarships and fellowships and student advising
• Supervises support to faculty and provides guidance on university policies and procedures
• Oversees pre- and post-award research administration
• Performs all other duties as assigned
  • Address the departmental needs in the absence of the Department Chair (signature authority, approval processes, building emergencies) and perform other duties as assigned by Chair. Delegate and/or serve as backup for other specified processes performed by administrative staff.

Additional Functions

• Draft confidential memorandum, correspondence, and other documents.
• Serve on University committees to help improve processes and procedures

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. 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.