Senior Department Administrator - Houston, TX, United States

Description · Special Instructions to Applicants: Applicants should attach a resume and cover letter in PDF format to the Supporting Documents section of the application.  · About Rice · Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the ...

Job description

Description

Special Instructions to Applicants: Applicants should attach a resume and cover letter in PDF format to the Supporting Documents section of the application. 

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, lectures 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. Those values guide our decisions and behaviors, shaping 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.

About The Shepherd School of Music

Founded in 1975, the Shepherd School of Music at Rice University is one of the nation's leading music schools, offering intensive professional training within a world-class research university. The School enrolls approximately 285 students from around the globe and is supported by 75 artist-teachers and scholars. Shepherd faculty are active performers, composers, scholars, and pedagogues whose work includes major awards, recordings, publications, and leadership roles in the field.

Shepherd offers bachelor's, master's, doctoral, and artist diploma programs in composition, conducting, music history, orchestral and keyboard studies, organ, piano, and voice/opera. The School is supported by a professional administrative and production staff that works in close partnership with faculty to advance both the academic and performance missions of the institution. Housed in Alice Pratt Brown Hall and Brockman Hall for Opera, the School features four major performance venues, extensive teaching and practice spaces, and presents more than 400 performances and events annually. Graduates pursue careers as performers, educators, composers, conductors, and arts leaders in professional organizations and academic institutions worldwide.

Position Summary

The Senior Department Administrator serves as the financial and human resource expert for the Shepherd School of Music, combining strategic budget planning with hands-on administrative support. Reporting to the Senior Assistant Dean & Managing Director, this position works in close partnership with the Dean, department chairs, faculty, staff, and central university offices.

Success in this role depends on earning trust and advancing school goals through collaboration. The Sr. Department Administrator plays a vital part in maintaining a culture of service excellence. They serve a critical leadership role in financial forecasting and long-term planning for the school, while remaining actively engaged in daily operations and transactional work such as processing payroll, expenses, reimbursements, contracts, and reports in support of faculty and key staff.

We are looking for a candidate who brings strong financial acumen and sound judgment, and also sees themselves as a service-oriented collaborator. They will maintain a steady, proactive approach while navigating the diverse roles and ranks of an academic environment. They are comfortable managing complex budgets and identifying practical paths forward, acting as a creative problem-solver who balances high-level strategy with approachable, hands-on partnership with faculty, staff, students, and world class guest artists and scholars. 

Workplace Requirements

This position is exclusively on-site, necessitating all duties to be performed in-person at Alice Pratt Brown Hall. Hybrid/remote work opportunities may be possible on a limited basis outside of the academic year following the completion of the probationary period. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

This is a full-time, benefits-eligible position, and the proposed salary range is $,92,500 to $101,750 annually, depending on qualifications and experience. *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 may be substituted on an equivalent year-for-year basis. 

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

  • Business management/administration/operations

  • Human resources administration/training and development

  • Research administration, grants, and contract management

  • 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 financial acumen with experience in budget management
• Excellent analytical and data reporting skills, with the ability to translate information into clear, decision-supporting insights
• Excellent written, verbal, and visual communication skills, including the ability to communicate effectively with faculty, staff, and senior leadership
• Demonstrated sound judgment, critical thinking, and problem-solving skills in complex or ambiguous situations
• Skilled at navigating complex interpersonal dynamics and interacting with diverse constituents in a calm and diplomatic manner
• Exceptional organizational skills and attention to detail
• Ability to work independently and as a team, ensuring the timely completion of work
• Ability to handle sensitive information with discretion and professionalism.
• Experience with enterprise-scale financial, HR, and administrative systems (e.g., Oracle, PeopleSoft, or comparable platforms)
• Advanced proficiency in Microsoft Excel and financial/data management systems

Preferences

• Seven or more (7+) years of progressively responsible administrative and financial management experience, preferably in higher education.
• Demonstrated expertise in financial management, including development and oversight of complex budgets, stewardship of multiple funding sources, forecasting, and financial decision-making in support of academic priorities
• Rice University work experience or experience in any higher education environment is strongly desired

Essential Functions

Financial Management & Strategic Planning

• Lead budget planning, forecasting, and ongoing financial analysis for the Shepherd School of Music.
• Monitor, manage, reconcile operating budgets, endowments, gifts, and restricted funds to ensure responsible stewardship and alignment with school priorities.
• Prepare regular financial reports and analyses for the Dean and senior leadership, advising on trends, risks, and opportunities.
• Support long-term financial planning as the School advances its academic, artistic, and strategic goals.

Financial Operations

• Execute and oversee financial transactions, including expense processing, reimbursements, payroll coordination, purchase orders, and financial reporting.
• Approve expenditures within delegated authority and ensure compliance with Rice financial policies and procedures.
• Maintain accurate financial records and proactively monitor accounts to prevent deficits or compliance issues.
• Identify opportunities to streamline processes, improve reporting, and strengthen financial transparency and efficiency.

Human Resources Liaison

• Serve as the primary HR liaison for the School, interpreting and implementing university policies related to faculty and staff appointments, payroll, benefits, and compliance.
• Support faculty and staff with HR-related processes while maintaining confidentiality and adherence to Rice policies.

University Liaison

• Serve as the Shepherd School's main point of contact with central offices, including Budget, Payroll, Human Resources, Controller's Office, Financial Aid, and Procurement.
• Ensure effective communication and coordination between the School and university partners.
• Support administrative processes related to faculty activity, visiting guest artists and lecturers, and school-wide initiatives.
• Interpret and ensure compliance with university policies, contracts, and financial regulations.

Faculty & Staff Support

• Provide hands-on finance and administrative support to faculty and key staff, including processing reports, expenses, payroll submissions, and funding requests.
• Advise faculty on appropriate use of funds and university procedures, enabling them to focus on teaching, scholarship, and performance.
• Manages pre- and post-award research administration, including faculty research funds, internal projects, grant proposals and submissions, working closely with faculty

Additional Functions

• Guest Artist & Guest Lecturer Coordination: Assist faculty with required paperwork and supplier registration, and manage guest artist/lecturer logistics, including flights, hotels, and bookings, in alignment with faculty chair and departmental budgets.

• Scholarship Awards: Oversee the administration of school-wide scholarship awards, including coordinating with faculty and Asst Dean Enrollment & Student Affairs on award recommendations; ensuring compliance with donor restrictions, university policies, and financial aid guidelines; processing award allocations; and serving as a liaison with Graduate Student Administrator as well as central financial aid and student accounts offices to ensure accurate and timely disbursement.

• Endowments: In coordination with the Dean and the Sr. Assistant Dean, manage administrative oversight of endowment and gift funds for the school, including monitoring balances and allowable uses; preparing financial reports and summaries for school leadership and advancement partners; supporting stewardship and donor reporting efforts; and coordinating with the Development team to ensure compliance, transparency, and alignment with donor intent.

Rice University HR | Benefits:  

Rice Mission and Values: Mission and Values | Rice University

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 contact Rice University's Human Resources Office via email at for support.

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