Administrative Operations Specialist Jobs
Administrative Operations Specialist jobs are open across healthcare, government, financial services, and higher education, at every level from entry-level coordinator to senior operations manager, with specializations in process improvement, compliance coordination, and facilities oversight. Find a role that fits below and apply directly.
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Position Summary:
The Interdisciplinary Research Support Office (IRSO) provides comprehensive post-award and administrative services for multidisciplinary and multi-institutional research initiatives, as well as for centers and institutes across Rice University. As a central unit supporting a broad portfolio of interdisciplinary activities, IRSO offers staff exposure to a wide range of research programs, operational needs, and stakeholder groups across the university’s research enterprise.
The Administrative Operations Specialist II provides administrative, financial, and operational support to faculty, research centers, institutes, and campus administrators. The position functions within IRSO’s collaborative and highly dynamic work environment, which emphasizes process improvement, operational excellence, and effective service delivery to diverse research partners.
IRSO operates under a flexible, team-based organizational model that promotes cross-training, shared problem-solving, and the adoption of innovative practices, tools, and technologies. Staff routinely work across projects and functional areas, fostering a cohesive environment that supports professional development, encourages initiative, and enables individuals to expand their capabilities in alignment with evolving research needs.
Special Instructions to Applicants:
All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues.
Ideal Candidate Statement:
The ideal candidate is a highly organized, adaptable professional who excels in fast-paced environments and demonstrates strong attention to detail, initiative, and reliability. The role requires someone capable of managing financial and administrative responsibilities with accuracy while navigating shifting priorities and operational demands.
The position values individuals who exhibit curiosity, adaptability, and an interest in leveraging emerging technologies and AI-enabled tools to enhance workflows and improve operational efficiency. Candidates should be motivated to expand their skills and assume increasing levels of responsibility within a dynamic research administration setting.
This role is well suited for someone seeking to build strong experience in financial operations, organizational support, and research administration while contributing to a collaborative, team-oriented environment that supports professional growth and continuous learning.
Workplace Requirements:
This position is offered as a hybrid role designed to support both flexibility and effective in-person collaboration. Per Rice policy 440 , work arrangements may be subject to change.
Hiring Range: $56,560-$65,000
*Exempt (salaried) positions under FLSA are not eligible for overtime.
Minimum Requirements:
Bachelor's degree
2+ years of administrative experience
Skills:
Ability to independently manage multiple time-sensitive projects, shifting priorities, and competing deadlines with consistency and accuracy
Demonstrated ownership of responsibilities and proactive follow-through, with strong attention to detail and accuracy
Sound judgment, effective decision-making abilities, and strong analytical thinking skills in a fast-paced environment
Excellent verbal and written communication skills and the ability to collaborate effectively with diverse stakeholders
Ability to work independently and collaboratively while maintaining professionalism, diplomacy, and discretion when handling confidential or sensitive information
Consistently produces high-quality work, demonstrates reliability, and follows through on commitments
Ability to work effectively in virtual meeting and team-based environments, including platforms such as Zoom and Microsoft Teams
Preferences:
Interest in or experience with financial operations, including budgeting, reconciliation, or related administrative financial activities
Enthusiasm for learning and adopting new tools, with comfort experimenting with evolving technologies and workplace practices
Self-motivated and resourceful, with the ability to troubleshoot issues and develop solutions proactively
Enjoys contributing to a collaborative team environment, sharing knowledge, and supporting group process-improvement efforts
Familiarity with enterprise business systems, including Oracle-based platforms or similar systems
Willingness to explore emerging technologies, including AI-enabled solutions, to enhance efficiency and workflows
Essential Functions:
Leads the planning and operations of a department, function, or program that may have significant business, regulatory, and technical challenges requiring subject-matter expertise
Manages unit budgets, human resources, and facilities-related functions
Serves as the primary provider of purchasing support to the department and supports departmental initiatives as needed
Prepares and submits expenditure reports for faculty and support staff, as required
Evaluates programs, policies, and procedures
Identifies issues and develops alternative solutions, which may include changes to programs, policies, and procedures
Reviews and analyzes trends to develop recommendations that support or modify the goals of the department, program, or function
Develops and implements outreach strategies that may include relationship development, communications, and compliance initiatives
Organizes, manages, and completes special projects
Provides calendar support, as required, including the planning and implementation of associated outreach activities that may include communications, events, training, conferences, and fundraising efforts
Performs all other duties as assigned
Rice University HR | Benefits: https://knowledgecafe.rice.edu/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 get in touch with Rice University’s Human Resources Office via email at facstaffada@rice.edu for support.
If you have any additional questions, please email us at jobs@rice.edu . Thank you for your interest in employment with Rice University.
Position Summary:
The Interdisciplinary Research Support Office (IRSO) provides comprehensive post-award and administrative services for multidisciplinary and multi-institutional research initiatives, as well as for centers and institutes across Rice University. As a central unit supporting a broad portfolio of interdisciplinary activities, IRSO offers staff exposure to a wide range of research programs, operational needs, and stakeholder groups across the university’s research enterprise.
The Administrative Operations Specialist II provides administrative, financial, and operational support to faculty, research centers, institutes, and campus administrators. The position functions within IRSO’s collaborative and highly dynamic work environment, which emphasizes process improvement, operational excellence, and effective service delivery to diverse research partners.
IRSO operates under a flexible, team-based organizational model that promotes cross-training, shared problem-solving, and the adoption of innovative practices, tools, and technologies. Staff routinely work across projects and functional areas, fostering a cohesive environment that supports professional development, encourages initiative, and enables individuals to expand their capabilities in alignment with evolving research needs.
Special Instructions to Applicants:
All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues.
Ideal Candidate Statement:
The ideal candidate is a highly organized, adaptable professional who excels in fast-paced environments and demonstrates strong attention to detail, initiative, and reliability. The role requires someone capable of managing financial and administrative responsibilities with accuracy while navigating shifting priorities and operational demands.
The position values individuals who exhibit curiosity, adaptability, and an interest in leveraging emerging technologies and AI-enabled tools to enhance workflows and improve operational efficiency. Candidates should be motivated to expand their skills and assume increasing levels of responsibility within a dynamic research administration setting.
This role is well suited for someone seeking to build strong experience in financial operations, organizational support, and research administration while contributing to a collaborative, team-oriented environment that supports professional growth and continuous learning.
Workplace Requirements:
This position is offered as a hybrid role designed to support both flexibility and effective in-person collaboration. Per Rice policy 440 , work arrangements may be subject to change.
Hiring Range: $56,560-$65,000
*Exempt (salaried) positions under FLSA are not eligible for overtime.
Minimum Requirements:
Bachelor's degree
2+ years of administrative experience
Skills:
Ability to independently manage multiple time-sensitive projects, shifting priorities, and competing deadlines with consistency and accuracy
Demonstrated ownership of responsibilities and proactive follow-through, with strong attention to detail and accuracy
Sound judgment, effective decision-making abilities, and strong analytical thinking skills in a fast-paced environment
Excellent verbal and written communication skills and the ability to collaborate effectively with diverse stakeholders
Ability to work independently and collaboratively while maintaining professionalism, diplomacy, and discretion when handling confidential or sensitive information
Consistently produces high-quality work, demonstrates reliability, and follows through on commitments
Ability to work effectively in virtual meeting and team-based environments, including platforms such as Zoom and Microsoft Teams
Preferences:
Interest in or experience with financial operations, including budgeting, reconciliation, or related administrative financial activities
Enthusiasm for learning and adopting new tools, with comfort experimenting with evolving technologies and workplace practices
Self-motivated and resourceful, with the ability to troubleshoot issues and develop solutions proactively
Enjoys contributing to a collaborative team environment, sharing knowledge, and supporting group process-improvement efforts
Familiarity with enterprise business systems, including Oracle-based platforms or similar systems
Willingness to explore emerging technologies, including AI-enabled solutions, to enhance efficiency and workflows
Essential Functions:
Leads the planning and operations of a department, function, or program that may have significant business, regulatory, and technical challenges requiring subject-matter expertise
Manages unit budgets, human resources, and facilities-related functions
Serves as the primary provider of purchasing support to the department and supports departmental initiatives as needed
Prepares and submits expenditure reports for faculty and support staff, as required
Evaluates programs, policies, and procedures
Identifies issues and develops alternative solutions, which may include changes to programs, policies, and procedures
Reviews and analyzes trends to develop recommendations that support or modify the goals of the department, program, or function
Develops and implements outreach strategies that may include relationship development, communications, and compliance initiatives
Organizes, manages, and completes special projects
Provides calendar support, as required, including the planning and implementation of associated outreach activities that may include communications, events, training, conferences, and fundraising efforts
Performs all other duties as assigned
Rice University HR | Benefits: https://knowledgecafe.rice.edu/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 get in touch with Rice University’s Human Resources Office via email at facstaffada@rice.edu for support.
If you have any additional questions, please email us at jobs@rice.edu . Thank you for your interest in employment with Rice University.
Administrative Operations Specialist Jobs by Experience Level
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Find JobsAdministrative Operations Specialist Job Market
Who's Hiring
Top Industries Hiring
- Education
- Government & Public Sector
- Automotive
What Employers Look For
The qualifications that appear most often in administrative operations specialist jobs.
- Bachelor's degree in business administration, public administration, or a related field
- Proficiency in Microsoft Office Suite and enterprise document management systems
- Experience coordinating schedules, meetings, budgets, and cross-departmental communications
- Demonstrated ability to develop and implement standard operating procedures
- Strong written and verbal communication skills for internal and executive audiences
- Familiarity with compliance tracking, records management, and regulatory reporting requirements
Tips for Your Administrative Operations Specialist Job Search
Tailor your resume to the posting
Administrative operations specialist roles vary widely by industry, so a resume that highlights process documentation for a healthcare employer won't land the same way at a university. Pull exact language from each posting and match your experience to the specific systems and workflows they name.
Quantify your process improvements
Hiring managers for these roles want evidence you've made operations measurably better. Instead of saying you streamlined a process, describe what you changed, what tool or workflow you used, and what the outcome was in concrete terms like time saved or error rate reduced.
Highlight your ATS and software proficiency
Many postings screen for specific platforms like enterprise resource planning systems, document management tools, or project tracking software. List every relevant tool you've used in a dedicated skills section so your application clears automated screening before a recruiter reads it.
Apply early to roles that fit
Migrate Mate lists administrative operations specialist openings from across the United States in one place, so you can find roles that match and apply directly to each listing.
Prepare scenario answers for operations interviews
Interviewers for administrative operations roles almost always ask how you handled a process breakdown, a competing priority, or a compliance issue. Prepare two or three specific examples using a situation, action, and result structure so your answers are concrete, not theoretical.
Negotiate scope, not just compensation
When you receive an offer, ask for the written job description and reporting structure before accepting. Administrative operations roles can shift significantly depending on team size and seniority, so clarifying decision-making authority and cross-functional access up front protects you from an underpowered position.
Administrative Operations Specialist Jobs: Frequently Asked Questions
Which companies are hiring the most administrative operations specialists?
The most active employers for administrative operations specialists right now are State of Florida, Arizona State University, and LMI, and the most openings are in Florida, Pennsylvania, and Texas, based on current listings on Migrate Mate as of November 2026. Healthcare systems, federal agencies, and large universities tend to post the highest volume of these roles year-round.
How many administrative operations specialist jobs are remote?
About 20% of administrative operations specialist openings are fully remote or hybrid as of November 2026, though availability varies by industry and seniority. Sub-functions centered on policy coordination, data reporting, and project tracking tend to offer the most remote flexibility, while roles tied to facilities management or in-person event coordination are more likely to require on-site presence.
How do you become an administrative operations specialist?
Start with a bachelor's degree in business administration, public administration, or a closely related field, then build hands-on experience in office coordination, scheduling, or operations support. Develop proficiency in common enterprise platforms, document management systems, and project tracking tools. As you advance, take on process improvement projects and cross-departmental work that demonstrate strategic impact, not just task execution.
How do you get hired as an administrative operations specialist with little experience?
Focus on roles labeled coordinator or operations assistant, which typically require less experience and function as entry points to the specialist track. Highlight transferable skills like scheduling, written communications, budget tracking, or compliance documentation from internships, academic projects, or volunteer work. Certifications in project management fundamentals or business process basics can also help your application stand out against candidates with longer work histories.
What does the administrative operations specialist interview process look like?
Most employers run a phone or video screen first, followed by a structured panel interview that includes scenario-based questions about handling competing priorities, managing stakeholder communications, and resolving process breakdowns. Some organizations add a written exercise or case study asking you to draft a procedure, analyze a workflow, or respond to an operational problem. Final rounds often involve meeting with department heads or senior leadership.
Where can I find and apply to administrative operations specialist jobs?
You can find and apply to administrative operations specialist jobs on Migrate Mate, which lists current openings from employers across the United States. The listings cover a range of industries, seniority levels, and work arrangements. Find roles that fit your background and apply directly to each listing from the page.
See All 30 Administrative Operations Specialist Jobs
Find roles that match your experience and apply in just a few clicks.
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