Administrative Operations Coordinator, Student Center

Position Summary

The Student Center Administrative Operations Coordinator will greet visitors, manage the office environment and resources, while also providing administrative and program support for all functional areas and nine full-time staff members. Primary duties include managing budgets, office traffic, assisting with logistics and communications for various programs, maintaining financial documents and managing purchasing cards and procurement processing. The position would also assist with process financial reconciliations and help maintain Student Center budgets.

Ideal candidates will have excellent customer service, communication and interpersonal skills, budget/financial experience, and work well in a collaborative environment. The ability to balance multiple tasks is also important.

Salary Range:

$39,000-$41,000 Annually

Essential Functions

• Provides administrative support to the Director of the Student Center
• Implements and evaluates day-to-day business and administrative activities of the department
• Supports Student Center staff with administrative functions, including but not limited to scheduling assistance, data collection, entry and analysis, and event support
• Assist with on-boarding new staff by supporting training logistics, processing paperwork, and ordering computers and workstation needs
• Serves as the first point of contact for the Student Center by greeting visitors, answering phone calls, and responding to emails and inquiries
• Manages email accounts for the Student Center, and supports Student Activities and other area accounts as needed
• Produces monthly summaries of Student Center budgets and related accounts
• Manages financial reconciliation and reporting through ImagineOne for SAPP and various purchasing cards
• Assists club student leaders through distribution of purchasing cards and completing required financial forms, including check requests, deposits, and balance transfers as needed
• Assists as needed with processing expenses, deposits and change orders for office operations and Student Run Businesses
• Provides general logistics and support for event risk management process and Student Center related programs and events
• Coordinates communication and documentation with campus constituents regarding campus event risk management processes, including verifying volunteer training statuses for events
• Maintains Student Center main office, which includes keeping area tidy and tracking, ordering and restocking supplies as needed
• Works with student assistants on projects or assignments as needed
• Organizes, manages and completes special projects as needed
• Performs all other duties as assigned

Additional Functions / Information

• Maintains inventory of all storage areas and responsible for cleanliness and upkeep of these spaces
• Supports space reservation requests and account set ups for Event Management Systems (EMS)
• Assists with purchasing event supplies
• Maintains office files, financial records, and invoices as needed
• Position may supervise student assistant(s)
• Occasionally, attendance at after-hours departmental events on or off campus may be required

Required Qualifications

• Experience Required
  • Bachelor’s Degree
  • One year of related experience:
    • Working in an office with multiple staff members
    • Working with budget documents and processing finances
    • Supply management and ordering
    • Helping with set up, break down, and logistics for events
• Skills Required
  • Expense processing and budget reconciliation
  • Excellent oral and written communication skills, and interpersonal and collaborative skills
  • Excellent organizational skills
  • Ability to prioritize and multitask
  • Ability to take initiative and ownership of projects
  • Ability to exercise sound judgment in making decisions
  • Basic proficiency in writing, editing, and proofing, with knowledge of grammar and punctuation
  • Proficiency with Microsoft Office Suite

Substitutions

• 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

Preferred Qualifications

• Experience
  • Experience working with financial processing systems: ImagineOne, Oracle, etc.
  • Experience with procurement processes
  • Experience with event planning and risk management
  • Experience working in a University setting
• Skills
  • Ability to input and track procurement items
  • Ability to manage and prioritize multiple deadlines

Rice University is an Equal Opportunity Employer with commitment to diversity at all levels, and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability or protected veteran status.

Current Rice University COVID policies, which include vaccination, face mask, testing, gatherings, occupancy limits, and travel policies can be found here: https://coronavirus.rice.edu/policies