Department Administrator

The School of Humanities seeks a Department Administrator for the departments of Philosophy and Religion. The incumbent will administer and coordinate the daily operations of two separate academic departments in a shared space. Functional responsibilities typically include program administration, research administration, financial management, human resources, compliance, communications / outreach and research administration. Provides guidance to faculty on administrative operations and university policies.

Position Summary

The department administrator manages the day-to-day business administration of each department which includes oversight and management of the budget, human resources, communications, facilities, staff supervision, and special projects. S/he manages the department budget and financial matters including, but is not limited to, forecasting and complex budget preparation, tracking departmental accounts, creating financial reports, conducting analyses, and monitoring and approving expenditures. The department administrator coordinates the faculty, staff, and student recruitment and supervises a small staff.

Ideal candidates should have extensive skills and experience working in university departmental setting, which includes experience with financial/budget management and supervising staff.

This is an exempt position and the salary is $60,000.

This position posting requires a cover letter and a resume. Please attach both required documents to the application.

Essential Functions

• Leads support to faculty, programs, students, and staff by managing day-to-day operations of the department
• Administers major department functions, including: research administration, budget / finance, program administration, human resources, communications / outreach, and 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 general direction of the Chair, responsible for budget planning and management: creating budget plans, monitoring and approving, expenditures, developing reports, conducting analyses and managing and maintaining financial records
• Oversee the department’s PhD program, by providing guidance to the Graduate Coordinator
• Manages the human resource function for the department for staff; coordinates the visa process for international faculty, staff and students; coordinates faculty searches and the promotion and tenure process
• Provides pre‐ and / or post‐award research administration
• Supervises small staff (1‐3 EE’s)
• Performs all other duties as assigned

Additional Functions / Information

• Ensures compliance with university policies and guidelines, advising the department chair, faculty, and staff on issues related to university policies and their consequence to the department
• Maintains accurate and confidential personnel and academic records
• Occasionally conducts research for the chair
• Works with department faculty advisor to coordinate and organize student major records, degree audits, files and other pertinent academic information
• Works with department coordinator to organize and plan ongoing conferences within the department
• Serves as back-up to maintain website content, updates to the events calendar, departmental calendar
• Maintains databases as necessary
• Assists with the departmental SACS reports
• Responsible for the department’s space inventory and assignments

Required Qualifications

• Bachelor’s Degree
• Five years of experience in a university of office setting
• Skills Required
  • Advanced knowledge of word processing, spreadsheet, email, and database software programs to complete work assignments
  • 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

Substitutions

• May substitute additional related experience, above and beyond what is required, on an equivalent year for year basis in lieu of the education requirement.

Rice University is an Equal Opportunity Employer with commitment 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.

Current Rice University COVID policies, which include vaccination, face mask, testing, gatherings, occupancy limits, and travel policies can be found here: https://coronavirus.rice.edu/policies