Administrative Assistant at Rice University

Houston, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

13 Jul, 26

Salary

24.0

Posted On

15 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Word, Adobe Acrobat, FileMaker Pro, OnBase, Banner, Slate, Gmail, Administrative support, Data entry, Customer service, Communication, Organizational skills, Attention to detail, Problem-solving, Purchasing, Record keeping

Industry

Higher Education

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, lecture 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. These values guide our decisions and behaviors and shape 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. Position Summary The Administrative Assistant provides administrative and operational support to the Office of Graduate and Postdoctoral Studies. The Administrative Assistant’s responsibilities center around office communication with prospective and current students, routine admissions and enrollment processing, and purchasing. Primary job duties are to be performed on campus. Approximately 1–2 hours of work per day may be performed remotely. The ideal candidate for the Administrative Assistant II role works independently and asks for clarification when needed. They are detail-oriented, observant of emerging office needs, and can communicate with their manager regarding the tasks completed and the estimated time for each task. This position directly reports to the Administrative Operations Manager. This position is responsible for managing office organization, handling general electronic communications with internal and external entities, routine purchasing for events and supplies, and providing general guidance and information to any in-person visitors, including current and prospective graduate students. Workplace Requirements This is a 30 to 40-hour-a-week position with the opportunity for a hybrid work arrangement. Primary job duties will be performed on campus, with other duties that may be performed remotely. Per Rice policy 440 [https://policy.rice.edu/440], work arrangements may be subject to change. Hiring Range $22.00 - $24.00 per hour. Non-Exempt (hourly) positions under FLSA [https://knowledgecafe.rice.edu/fair-labor-standards-act-flsa] are eligible for overtime. Minimum Requirements * High school diploma or equivalent * 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 * 2+ years of related administrative experience * 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: * Proficient computer skills and demonstrated experience with office software and systems (including Microsoft Word, Adobe Acrobat, FileMaker Pro, OnBase, Banner, Slate) and email applications (Gmail) * Demonstrated success in follow-through and completing routine tasks * Advanced organizational skills and attention to detail * Advanced verbal and written communication skills, with the ability to interact professionally with a wide range of stakeholders * Excellent customer service and interpersonal skills * Ability to prioritize and manage multiple tasks and deadlines * Demonstrated discretion and sound judgment when handling confidential or sensitive information * Motivation to pursue independent information-gathering and problem-solving Essential Functions * Generates routine communications for multiple inboxes; coordinates production (formatting, copying, etc.) and distribution of official documents * Maintains office supplies and performs basic equipment upkeep * Maintains and updates approved web content * Enters data into tables, reports, and spreadsheets; verifies the accuracy of submitted forms and supports the expedience of related workflows * Serves as the primary initial point of contact for all in-person visitors (including current students, prospective students, staff, faculty, and community members), as well as the primary point of contact for the office’s main communications inbox * May initiate purchase requisitions as requested; processes and monitors related financial transactions, including the resolution of discrepancies * Creates and maintains online files and filing systems; ensures accuracy of data and timeliness of its entry into related systems; performs records consolidation when appropriate * Performs other duties as assigned Additional Functions * Connects cold callers and emailers with appropriate staff for additional support * Performs routine assigned work in the admissions software, including the consolidation of records * Coordinates the continuous review of candidacy petitions * Routinely updates the website and maintains up-to-date contact information * Responsible for office inventory tracking and replenishments * Serves as the secondary office liaison with Facilities * Provides occasional event support as needed * Other duties as assigned Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits [https://knowledgecafe.rice.edu/benefits] Rice Mission and Values: Mission and Values | Rice University [https://www.rice.edu/mission-values] 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 facstaffada@rice.edu [facstaffada@rice.edu] for support. If you have any additional questions, please email us at jobs@rice.edu [jobs@rice.edu]. Thank you for your interest in employment with Rice University.

Responsibilities

The Administrative Assistant provides operational support to the Office of Graduate and Postdoctoral Studies, including managing office communications and admissions processing. They are also responsible for routine purchasing, maintaining office inventory, and serving as the primary point of contact for visitors.