Department/Center Administrator

Special Instructions to Applicants: All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.

Position Summary:
The Department/Center Administrator serves as the chief administrative and financial leader for the Department of Transnational Asian Studies and the Chao Center for Asian Studies. This position reports to the Department Chair/Center Director and serves as the primary business manager of the department’s fiscal, academic, and administrative functions.

The Department/Center Administrator provides financial and operational oversight while serving as a trusted partner to the Dean’s Office, the Department Chair/Center Director, and affiliated faculty, staff, and students. This role manages staff and budgets, directs administrative functions, and ensures effective operations in support of teaching, research, and the interdisciplinary goals of the department. The role requires strong leadership, presence, and collaboration to foster a supportive and high-performing departmental community.

Ideal Candidate Statement:
The ideal candidate will be an experienced administrative leader with strong financial and organizational management skills, particularly in overseeing budgets in academic or research settings. They will demonstrate a collaborative and hands-on leadership style, working closely with the Department Chair/Center Director, staff, faculty, and the Dean’s Office.

Successful candidates will thrive in complex academic settings, balancing day-to-day operational demands with long-term planning. They will be detail-oriented, adaptable, and solutions-focused, with a proven ability to navigate challenges calmly and effectively while maintaining trust and engagement across the department and school. A proven ability to work with people of diverse backgrounds, skills, and perspectives is essential.

Workplace Requirements:
This position is exclusively on-site, requiring all duties to be performed in person at Rice University. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range:
*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

• 3+ years of related experience in one or more of the following:

  • Business management, administration, or operation

  • Human resources administration, training, and development

  • Supervisory experience

  • Research administration, grants, and contracts with federal or state agencies

  • Strategic planning

  • 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:

• Demonstrated leadership, staff supervision, and team-building skills

• Skilled at navigating complex interpersonal dynamics and interacting with people of varied temperaments in a calm and diplomatic manner

• Advanced proficiency in Microsoft Excel and financial/data management systems

• Strong financial acumen with experience in budget oversight and research funding

• Excellent data reporting skills

• Excellent communication skills (written, verbal, and interpersonal)

• Strong critical-thinking, decision-making, and problem-solving abilities

• Exceptional organizational skills and attention to detail

• Proven ability to see projects through from beginning to end

Preferences:

• Seven years of related experience 

• Expert knowledge of word processing, spreadsheet, email, and database software programs to either complete work assignments or direct the completion of work assignments\

• Excellent data reporting skills

• Advanced verbal and written communication skills

• Advanced problem-solving and critical-thinking skills

• Ability to work independently or supervise others while ensuring the timely completion of work

• Resource management skills

• Project management skills

• University experience

Essential Functions:

The Department Administrator will be responsible for the overall management, development, and administration of departmental operations, focusing on the following core areas:

Leadership and Staff Management

• Leads and manages all departmental/center administrative staff.
• Supports the Department Chair/Center Director with strategic planning and implementation of new initiatives and serves as a trusted advisor to faculty leadership.
• Serves in a primary role in the development and implementation of the annual budget and short- and long-term budget planning.

Financial and Budget Management

• Develops and oversees budgets, endowments, faculty funds, research accounts, and gift accounts.
• Manages budget monitoring, expenditure review and approval, payment processing, financial analyses, forecasting, and trend identification.
• Manages financial operations, including general ledger oversight, balance transfers, payroll, effort reporting, and cost center responsibilities.

Operational & Faculty Administration

• Manages and oversees all student-related financial processes, including the processing and distribution of student awards, prizes, fellowships, and other departmental funding opportunities. Coordinates student employment logistics for departmental or center-related roles.
• Coordinates the administrative lifecycle of faculty searches, the formal promotion and tenure (P&T) process, and non-tenure-track (NTT) contract renewals. Manages the documentation and tracking of faculty leaves and sabbaticals.
• Directs departmental operations such as facilities, space allocation, equipment inventory, procurement, events, and workflow approvals.
• Manages the human resources function for department staff. Works with the Department Chair/Center Director and Dean’s Office in the areas of staff recruitment and retention.
• Provides faculty and staff with guidance on the interpretation, implementation, and compliance with university policies and regulations.

Research Administration and Outreach

• Manages pre-award and post-award research administration, including faculty research funds, internal projects, grant proposals, and submissions, working closely with faculty.
• Manages communications and outreach plans that may include relationship development, event management, and community building.
• Partners with the Dean’s Office and central administrative units (e.g., Payroll, HR, Research) to resolve issues and advance departmental initiatives.
• Performs other duties as assigned.

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

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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 [email protected] for support.

If you have any additional questions, please email us at [email protected]. Thank you for your interest in employment with Rice University.