Staff Assistant (Alumni Relations)

Special Instructions to Applicants:

All interested applicants should attach a cover letter and resume 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 Staff Assistant (Alumni Relations) provides overall administrative support for a group of alumni relations professionals at Rice University. Typical duties include managing calendars, collecting data and producing periodic reports, assisting with data entry, arranging for travel and business meetings and managing expense reports.

The ideal candidate is comfortable working in a fast-paced environment managing multiple tasks and providing office administration support for multiple professionals and should have demonstrated strong verbal and written communication skills as well as attention to detail, especially regarding data management.

Workplace Requirements:

This position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration. Per Rice policy 440, work arrangements may be subject to change. 

*Non-Exempt (hourly) positions under FLSA are eligible for overtime. 

Minimum Requirements: 

• HS Diploma or equivalent
• One year of related office experience in providing administrative support to multiple professionals
  • 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: 

• Basic computer skills and demonstrated experience with office software and email applications
• Proficiency in Microsoft Office Suite
• Ability to follow through and complete assigned tasks
• Good organizational skills and attention to detail
• Good verbal and written communication skills
• Good customer service and interpersonal skills

Preferences:

• Associate’s degree or higher
• Experience in non-profit/higher-education settings
• Two or more years of related experience
• Experience with Blackbaud CRM or other advancement system
• Experience in a PC Windows environment
• Strong web and email skills
• Ability to adapt to different software applications
• Familiarity with ERP systems (Oracle, Workday, etc.)
• Experience in online accounting and transaction vouchering

Essential Functions:

• Greets visitors and routes them to appropriate individuals, answers phones, and serves as a resource on procedures and general inquiries
• Distributes routine communications such as memos, notices, emails, and letters
• Assists with data entry as well as management and maintenance of electronic documents 
• Collects data and produces periodic reports, and spreadsheets
• Makes copies, and monitors and orders office supplies
• Tracks facility and office equipment, such as keys, vehicles, and projectors, via logs, and schedules repairs as needed
• Reviews invoices for accuracy and initiates purchase requisitions 
• Arranges meetings and assists with routine conferences including scheduling rooms, managing equipment, ordering meals and assembling materials
• Makes travel arrangements and initiates/monitors expense reporting
• Creates and maintains files and filing systems 
• Performs other duties as assigned 

Additional Functions: