Administrative Assistant

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:

Reporting to the Business Operations Manager, the Administrative Assistant for the Rice University Police Department plays a key role in providing essential administrative and operational support to the Identification, Access Control, and Parking Enforcement offices. The ideal candidate is a self-starter with exceptional communication and organizational skills, capable of handling a variety of tasks to ensure the smooth operation of these critical units.

Workplace Requirements:

On campus position: This position is exclusively on-site, necessitating all duties to be performed in-person at the Rice University Police Department during regular weekdays eight hours per day.  Per Rice policy 440, work arrangements may be subject to change.

Hourly Rate: $20/hr.  ($41,600 annually)

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

Minimum Requirements: 

• High School Diploma or equivalent. 
• 2+ years’ experience in administrative and/or business operations
  • 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: 

• Proficient skill with Microsoft Office suite, especially Excel
• Demonstrated success in follow-through and completing routine tasks
• Advanced planning and organizational skills, attention to detail
• Advanced verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize and multi-task
• Ability to work independently and as part of a team to meet expected deadlines and schedules
• Strong client service orientation
• Relevant subject matter knowledge

Preferences:

• Experience working with Oracle
• Experience working in higher education institutions

Essential Functions:

• Coordinates two or more administrative and / or business functions including, but not limited to: Identification Office, Access Control, Parking Enforcement, Facilities Management, communication, customer service and / or outreach. Typical duties include the following:
• Process new employee, contractor, and visitor ID badge requests.
• Maintain badge inventory and reorder supplies as needed.
• Schedule and coordinate photo sessions for ID badges.
• Maintain accurate records of issued badges and access levels.
• Update personnel databases with badge status changes (e.g., lost, expired, revoked).
• Respond to inquiries regarding ID badge policies and procedures.
• Assist individuals with badge replacements or updates.
• Process access requests for academic buildings based on role or clearance.
• Verify approvals and ensure proper documentation is submitted.
• Monitor access groups and update as required.
• Generate reports for security audits or investigations.
• Liaise with security personnel to resolve access issues.
• Assist in updating access control protocols and procedures
• Provides feedback to parking enforcement officers for issuing citations or warnings based on parking rules and regulations.
• Handle inquiries related to parking policies and fines.
• Coordinate appeals or dispute reso