Administrative Operations Coordinator at Rice University

Houston, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

16 Sep, 26

Salary

55000.0

Posted On

18 Jun, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Coordination, Administrative Operations, Microsoft Office Suite, Google Workspace, Microsoft Teams, Zoom, Box, Budget Tracking, Logistical Planning, Confidentiality, Problem Solving, Event Coordination, Stakeholder Management, Time Management, Detail Orientation, Process Coordination

Industry

Higher Education

Description

Special Instructions to Applicants: All interested applicants should attach a resume in the Supporting Documents section of the application, preferably in 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, lecture 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. These 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 Human Resources Administrative Operations Coordinator provides critical project coordination and administrative support within the Office of the Chief Human Resources Officer (CHRO). Reporting to the CHRO, this role serves as a key contributor to the department’s success by coordinating the internal execution of HR operational projects and departmental initiatives. The Coordinator acts as an organizational partner, assisting with the tracking of deliverables and deadlines across various HR functional teams and providing the operational bandwidth necessary to maintain day-to-day departmental functions. Through proactive logistical coordination and project support, this position ensures the CHRO’s office operates with maximum efficiency to meet the university’s strategic objectives. Ideal Candidate Statement: The ideal candidate is a proactive, highly organized professional who possesses an “ownership mentality” and excels at logistical planning and operational execution. We are seeking a detail-oriented individual who takes pride in keeping things running smoothly, can anticipate needs and independently navigate the practical requirements of complex departmental initiatives. The successful candidate will be comfortable building collaborative relationships across the university, specifically with divisional partners, maintaining a high level of discretion with sensitive information, and navigating shifting priorities with a solution-oriented approach. Workplace Requirements: The role operates in a professional office environment. It requires the ability to remain stationary for extended periods, frequent use of a computer, and the ability to move across campus for various project and operational milestones. Workplace Location: Hybrid position: This position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration. The current schedule is four days on-site and one day remote per week, with flexibility required during major project milestones. Per Rice policy 440 [https://policy.rice.edu/440], work arrangements may be subject to change Hiring Range: $50,000 – $55,000 *Exempt (salaried) positions under FLSA [https://knowledgecafe.rice.edu/fair-labor-standards-act-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 may be substituted on an equivalent year-for-year basis * 1 year of professional experience in project coordination, administrative operations, or program support * In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis Skills: * Strong organizational and project coordination skills with a high level of attention to detail * Demonstrated ability to manage timelines, track deliverables, and meet deadlines * Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace * Experience with digital collaboration and storage tools, including Microsoft Teams, Zoom, and Box * Ability to exercise sound judgment and maintain strict confidentiality * Strong problem-solving skills and the ability to think through the logistical requirements of complex, multi-phase tasks Preferences: * 1+ years of experience in higher education * Experience supporting executive leadership or HR functions within a higher education environment * Knowledge of project management methodologies and tools (e.g., Asana) * Proven experience in operational logistics and internal process coordination * Familiarity with website content management and editing to ensure departmental web pages remain accurate and up to date * Experience translating data or metrics into accessible formats such as reports, summaries, or presentations for non-technical audiences Essential Functions: * Provides comprehensive logistical support for internal HR-led initiatives, assisting with the coordination of resources and timelines to ensure successful delivery * Supports the coordination and tracking of HR initiatives, maintaining project timelines and monitoring the progress of tasks, and following up with outstanding deadlines to keep deliverables on track * Processes invoices and reviews budget transactions, ensuring accuracy and resolving discrepancies in a timely manner * Provides operational and logistical support to the Operations, Finance, and Support (OF&S) division for various engagement initiatives and divisional events throughout the year * Leads and supports coordination of HR signature events throughout the year, including Veteran’s Day programming, the annual Service Awards Luncheon, and the Staff Appreciation Baseball game in partnership with Rice Athletics, providing full logistical support from planning through execution. * Partners with HR functional teams to identify opportunities to provide structure and organization to recurring departmental programs and workflows * Supports day-to-day departmental operations, including the administration of employee assistance programs (e.g., emergency loans), maintaining office resources, and managing the HR departmental calendar * Organizes and executes logistics for departmental meetings and recurring team gatherings * Coordinates with internal campus partners (e.g., Technology Solutions & Services, Facilities, etc.) to execute departmental logistics and internal transitions * Prepares project documentation and briefing materials to support internal stakeholders and project milestones Additional Functions: * Collaborates with the Executive Assistant to the CHRO on budget tracking for departmental initiatives and special projects * Performs all other duties as assigned Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits [https://knowledgecafe.rice.edu/benefits] Rice Mission and Values:Mission and Values | Rice University [https://www.rice.edu/mission-values] Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University’s Human Resources Office via email at facstaffada@rice.edu [facstaffada@rice.edu] for support. If you have any additional questions, please email us at jobs@rice.edu [jobs@rice.edu]. Thank you for your interest in employment with Rice University.

Responsibilities

Provides critical project coordination and administrative support to the Office of the Chief Human Resources Officer. Responsibilities include tracking deliverables, managing departmental logistics, and coordinating HR signature events.