Rice University Department Operations Administrator in Houston, Texas

Position Information
Position Summary

This position serves as the Department of Bioengineering’s problem-solving point person for a wide variety of matters. The position manages HR, payroll and visa processing, plans and coordinates departmental events, prepares faculty annual reports, assists in the management of department funds and handles frequent special projects as directed by the Executive Administrator. The Bioengineering department is a large, complex and high-achieving department whose graduate and undergraduate programs are both ranked in the top ten nationally. The department occupies over 66,000 square feet on seven floors of the BRC and has teaching labs in Keck Hall and Ryon Lab. There are 18 faculty research groups, 150 non-student employees and over 100 graduate students. The department’s annual research expenditures exceed $15 million, with total annual expenditures of over $20 million. Due to the size and complexity of the department this position requires someone who is willing and able to effectively deal with a broad range of issues for all members of the department in a busy and demanding environment.

Education Required

HS Diploma or equivalent

Concentration / Degree Type

High school diploma or equivalent.

Substitution for Education Requirement

Experience may not be substituted for the education requirement.

Education Preferred

Bachelor’s degree.

Experience Required

7 years

Type of Experience

Related administrative experience.

Substitution for Experience Requirement

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

Experience Preferred
  • Experience working at a higher education institution or in a fast pace, high volume office environment.

  • Experience working with budget management or monitoring and reconciling financial records.

  • Experience working at Rice University.

  • Experience with international visa processing.

  • Experience with Rice HR employment procedures.

License/Certification Required

Not specified.

Skills Required
  • Excellent time management skills.

  • Organizational and planning/problem solving skills.

  • Excellent written and verbal communication skills.

  • Ability to interact well with a variety of personalities and individuals at all levels.

  • Basic accounting skills and familiarity with financial statements.

  • Computer proficiency to include Microsoft Office.

  • Ability to handle and work well under pressure.

  • Be multi-task oriented and capable of prioritizing workloads to meet deadlines.

  • Ability to work independently with minimal supervision.

  • Customer service oriented.

Skills Preferred
  • The ability to supervise others.

  • Advanced proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint) and FileMaker Pro.

  • Familiarity with Google Docs and Google Calendar.

  • Advanced accounting skills.

  • Familiarity with automated financial systems (e.g., Banner or equivalent).

Internal / External Contacts

This position has daily contact with faculty, staff, students, internal and external vendors, maintenance staff and with staff in the Engineering dean’s office and at least weekly contact with staff in Payroll, HR, Payment Solutions, Procurement, Research & Cost Accounting and OISS.

Physical Demands

Ability to work in front of a computer for up to 8 hours a day. Must be able to travel to other buildings on campus.

Working Conditions

This position will be required to work after hours and on weekends, typically a few times a year.

Security Sensitive


Quick Link for Posting


Job Duty Name


Description of Job Duty
  • Plans and coordinates all logistics for events. Tracks and monitors event expenses and budgets. Acts as liaison to external agencies involved in events.
Percentage of Time


Job Duty Name


Description of Job Duty
  • Coordinates the updating of faculty information in the Faculty Information System, ensuring all information is complete and submitted in the appropriate timeframe.

  • Assists in faculty searches and appointments including prospective faculty visits.

  • Assists with the faculty and lecturer appointment process including adjunct faculty and visiting professors.

  • Assists with the promotion and tenure process.

Percentage of Time


Job Duty Name


Description of Job Duty
  • Assists in the management of department operating funds to ensure adequate funding throughout the fiscal year and compliance with university policies and procedures.

  • Works with a specific group of faculty and their lab personnel to ensure smooth processing of lab expenditures and reimbursements from research funds.

  • Produces financial reports and reconciles financial transactions on a monthly basis.

  • Oversees the process of certifying the biannual effort reports working closely with the Research and Cost Accounting office.

Percentage of Time


Job Duty Name


Description of Job Duty
  • Responsible for the planning and management of departmental resources including contact with outside vendors for office equipment, service contractors, office supplies, couriers, and mail carriers.

  • Manages a wide variety of ad hoc projects as assigned by the executive administrator; handles issues in Administrator’s absence.

  • Supervises the staff assistant at the front desk of the BIOE administrative office and manages the day-to-day administrative and operational aspects of the front desk area.

  • Hires and supervises student workers and temps as necessary.

  • Coordinates with BRC administration regarding building maintenance and room reservation and use.

  • Creates new and updates existing departmental administrative processes and procedures.

  • Provides back-up support as needed for the Accounting Assistants and front desk.

Percentage of Time


Job Duty Name


Description of Job Duty
  • Manages HR process for all staff, visitor and temporary personnel for the department working closely with faculty.

  • Manages payroll process for all staff, visitor and temporary personnel for the department working closely with faculty. Insures accuracy of information in payroll system. Oversees non-exempt and student worker time submission process.

  • Coordinates the departmental implementation and usage of new HR or Payroll software.

  • In collaboration with the Executive Administrator acts as a liaison to the Human Resources and Payroll Departments.

  • Serves as primary department liaison with the Office of International Students and Scholars administering complex visa paperwork for faculty and staff appointments.

Percentage of Time


Job Title: Department Operations Administrator

Department: Bioengineering

Full Time/Part Time: Full-Time

Requisition Number: S17174

Open Date: 10/18/2016

Salary Information: Salary Commensurate with Experience and Qualifications

Work Schedule: Monday through Friday, 8 a.m. to 5 p.m.; evenings and weekends when needed to finish project or a special event.

Benefits Eligible: Yes

Eligible for Overtime: No