Special Instructions to Applicants: All interested applicants should attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format. Please note that the applicant tracking system does not convert attachments in Word format successfully. 

Position Summary

The Senior Administrative Operations Specialist will support the Associate VP for Campus Services & Sustainability (CS&S) and his leadership team, managing administrative, coordination, and financial tasks. CS&S includes Housing & Dining, Parking, Transportation, Fleet Management, Disability Resource Center, Office of Sustainability, and Concierge Services. The Specialist will create and implement processes to ensure efficient office functionality and will support strategic priorities.

The ideal candidate has experience providing high-level administrative support, including scheduling, meeting coordination, and preparing presentations. They are skilled in project management, familiar with grant funding processes, and have experience drafting basic grant proposals. Strong organizational skills, attention to detail, and the ability to maintain confidentiality are essential.

This position is exclusively on-site, necessitating all duties to be performed in-person. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range: $60,000 minimum, with hiring salary commensurate with experience and qualifications

*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 administrative experience

Skills:

• Excellent planning and organizational skills.
• Advanced experience with power point presentation and senior executive level communication.
• Strong writing skills with the ability to draft and organize grant proposals, meeting agendas, executive summaries, and other essential documents with clarity and precision.
• Ability to establish and manage priorities and handle numerous time-sensitive projects with conflicting and varied deadlines.
• Ability to identify issues, analyze data, and develop alternative solutions. 
• Advanced knowledge of Microsoft Office suite.
• Advanced knowledge of Google Workspace.

Preferences:

• Experience providing high-level administrative support, including scheduling, meeting coordination, and preparation of executive-level communications and presentations.
• Knowledge of grant funding processes and experience with basic grant.

Essential Functions

• Supports financial, human resources, procurement, and facilities functions. 
• Provides administrative support for the Associate VP for Campus Services & Sustainability and his leadership team, including drafting agendas, taking meeting minutes, preparing materials, creating power point presentations and executive level communications, scheduling meetings, and project management.
• Ensure that projects remain on track by regularly following up with key stakeholders, setting up necessary meetings, and addressing any potential roadblocks to maintain progress.
• Assists the Director of Planning and Project Management with scheduling, data collection and information required to support division initiatives and projects. 
• Drafts and organizes basic grant proposals, outlines, and other essential documents, ensuring clarity, coherence, and alignment with organizational goals.
• Identifies issues and develops alternative solutions, which may include changes to programs, policies, and procedures.
• Performs all other duties as assigned.

Additional Functions

• Plans and schedules calendars, coordinates meetings, and reserves conference and meeting rooms.
• Process all procurement and P-card expenses and invoices; maintain and order office supplies.
• Coordinates work orders with facilities management, requests services for facilities maintenance.

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

Rice Mission and Values: Mission and Values | Rice University

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.