Temporary Administrative Assistant

Special Instructions to Applicants: 

All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in a PDF format, to avoid any formatting issues.

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 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 Temporary Administrative Assistant for the Office of the Dean of Undergraduates division will provide critical support by managing administrative tasks, maintaining records, and ensuring smooth daily operations. Reporting directly to the Assistant Dean, the temporary Assistant may also be assigned to different departments of the division to cover administrative duties during extended staff leaves and absences. Key responsibilities include assisting with scheduling, managing departmental correspondence, preparing expense reports, and handling logistics for events and projects as needed. The assistant is responsible for maintaining accurate files, processing documents, and coordinating with various departments to ensure timely task completion. Additionally, the role involves monitoring budgets, preparing reports, and supporting special projects as needed. Strong communication and organizational skills are essential for success in this role. 

Workplace Requirements

This temporary position will be hybrid in schedule, ranging from 20 to 30 hours a week, and will last up to six months from the hire date.

This is a temporary position that is non-exempt and non-benefits eligible. 

Hiring Range: $19.50 - $21.50 an hour based on experience and qualifications. 

Minimum Requirements

• High School Diploma or equivalent
• 2+ years experience in an administrative office setting
  • 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 email applications
• Demonstrated success in follow-through and completing routine tasks
• Advanced organizational skills and attention to detail
• Advanced verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize and multi-task

Essential Functions

• Coordinates two or more administrative and/or business functions including, but not limited to: budget/finance, human resources, facilities management, communication and/or outreach  Typical duties include the following, and may vary from position to position:
• Generates routine communications; coordinates production (formatting, copying, etc.) and distribution of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays
• Plans and schedules calendar(s), resolves calendaring conflicts and arranges travel
• Processes and monitors financial transactions, including resolution of discrepancies
• Schedules organizes, and operates conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors
• Maintains office supplies and equipment; obtains vendor quotes, as needed
• Coordinates office moves
• Serves as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); reports any incidents or potential safety problems to appropriate representatives
• Maintains and updates approved web content
• Performs other duties