Department/Center Administrator

IMDiversity; Houston (TX); On-site; USD 68,000 - 83,000; Full time

Job summary

Rice University in Houston, TX, seeks a Department/Center Administrator to lead the administrative and financial operations of the Department of Transnational Asian Studies and the Chao Center for Asian Studies. The role reports to the Department Chair/Center Director and serves as the department's primary business manager.

The ideal candidate will have strong budgeting experience in academic settings, a collaborative leadership style, and the ability to balance day-to-day operations with

Qualifications

• Bachelor’s degree required; equivalent experience may substitute.
• Minimum 3+ years in business management, administration, or operation.
• Experience with budgets, grants, and contracts in academic or research settings.
• Strong leadership and cross-functional collaboration across faculty, staff, and dean’s office.

Responsibilities

• Lead and manage all departmental administrative staff.
• Support strategic planning and initiatives; advise faculty leadership.
• Develop and implement annual budgets and long-term budget planning.
• Oversee student financial processes and awards.
• Coordinate faculty searches, promotions, and non-tenure-track contracts.
• Direct facilities, procurement, events, and workflow approvals.
• Oversee HR for department staff and ensure policy compliance.
• Manage pre-award and post-award research administration and outreach.

Skills

Leadership

Staff supervision

Budget oversight

Financial data management

Communication skills

Data reporting

Problem solving

Organization

Project management

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Excel

Financial systems

Job description

Department/Center Administrator

Houston, TX, United States

Job Description

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

This position is benefits eligible and exempt. It has an expected minimum salary of $75,000, dependent on 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
• 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.