Administrative Operations Specialist at Rice University · Cambridge…

Summary: Rice University is ranked among the nation’s top 20 universities and is seeking an Administrative Operations Specialist to provide critical project coordination and administrative support within the Office of the Chief Human Resources Officer. This role involves coordinating HR operational projects and departmental initiatives to ensure the office operates efficiently and effectively. Responsibilities: - 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 operational initiatives, maintaining project timelines and monitoring the progress of tasks - Provides operational and logistical support to the Operations, Finance, and Support (OF&S) division for various engagement initiatives and divisional events throughout the year - Partners with HR functional teams 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 internal operational events, providing run-of-show and on-site support - 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 - Collaborates with the Executive Assistant to the CHRO on budget tracking for departmental initiatives and special projects - Performs all other duties as assigned Required Qualifications: - Bachelor's degree - 1+ years of professional experience in project coordination, administrative operations, or program support - 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 Preferred Qualifications: - Experience supporting executive leadership with administrative duties and projects is strongly desired - Experience in higher education - Knowledge of project management methodologies and tools (e.g., Asana) - Proven experience in operational logistics and internal process coordination - Experience with coordinating and managing events - Familiarity with website content management and editing to ensure departmental web pages remain accurate and up to date Required Skills: Project coordination, Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Google Workspace, Microsoft Teams, Zoom, Box, Operational logistics, Internal process coordination, Event coordination, Website content management, Project management methodologies