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Office Manager



Job Summary

Rice University's School of Social Sciences is a vibrant, inclusive community of scholars, students and educators committed to connecting our teaching and research with policy for the betterment of society. We are seven departments with one mission: to tackle society's greatest challenges with an unconventional vision toward shaping a future that we can all thrive in, both individually and collectively.

The office manager position is responsible for a variety of administrative and financial matters for the School of Sciences dean’s office. This position manages the day-to-day operations of the Social Sciences dean’s office implementing plans, processes and procedures to ensure the effective and efficient functionality to support the success of strategic priorities. This position also provides executive support to the dean, including managing the dean’s calendar, organizing meetings and travel arrangements, assisting with expense reports, gathering data for reports and assisting with projects. In addition, the incumbent assists with development and serves as the front-line contact for the School of Social Sciences dean’s office.

The ideal candidate has experience working in a university setting.

Salary

$51,000 to $55,000

Essential Functions
  • Implements, administers and evaluates day-to-day business and administrative activities of the School of Social Sciences dean’s office
  • Provides input on the budget, budget planning and other financial matters
  • Assists in managing unit budgets and monitors and approves expenditures
  • Assists in the management and coordination of on-boarding new employees
  • Organizes, manages and completes special projects
  • Collects and analyzes data, creates reports, reviews and explains trends; formulates and evaluates alternative solutions and recommendations to achieve the goals of the program or function
  • Analyzes and interprets policies; develops, revises and implements procedures
  • Plans and implements outreach activities that may include communications, events, training, conferences, and fundraising
  • Performs all other duties as assigned
Additional Functions
  • Coordinates the dean’s activities, including management of a complex calendar, travel arrangements and associated logistics, expense reports
  • Independently commits the dean’s time to those requesting access to them based on an in-depth understanding of the dean’s priorities and needs and their role within the university framework
  • Independently prioritizes, plans, coordinates and oversees logistics for meetings with individuals and entities internal and external to the university
  • Serves as the liaison to various internal and external constituencies, including the Social Sciences Advisory Board
  • Composes correspondence (including, letters to donors); develops, reviews and edits presentations and documentation; independently researches and analyzes associated issues and or compiles materials needed for presentation and/or decision making purposes
  • Manages multiple projects; anticipates and tracks critical dates, events and organizational issues for the dean; follows up with appropriate parties to ensure deadlines are met
  • Assists in development administrative tasks in OwlConnect
  • Manages the Social Sciences Advisory Board meetings and assists with School events
Required Qualifications:

Education and Experience
  • Bachelor's Degree
    • 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
  • 1 year of related administrative experience
Skills Required
  • Ability to prioritize work and multi-task
  • Excellent organizational skills
  • Ability to take initiative and ownership of projects
  • Written and verbal communication skills
  • Ability to exercise sound judgment in making decisions
  • Relevant subject matter knowledge
  • Demonstrated ability to handle sensitive issues and maintain confidentiality
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
  • Contextual understanding of dean’s role within the university framework
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
  • Excellent interpersonal, verbal and written communication skills
Preferred Qualifications:
  • Experience using the iO system (Oracle Cloud)
  • Experience working in a university setting, experience providing support to an executive
Working Conditions On campus, 8 a.m. - 5 p.m., Monday - Friday, possible occasional weekends/evenings for events

Physical Demands Requires working in front of a computer for extended periods of time (up to eight hours per day).

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

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