Staff Assistant (Alumni Relations)

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.

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/Information

• Manages calendars and pays invoices for multiple professional staff members, which may require contact with external audiences
• Processes call reports for the alumni/donor database
• Maintains computerized files and mailing lists for the office
• Has frequent contact with division staff and other university offices
• Many hours spent in front of a computer

Required Qualifications

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

Substitutions

• No substitutions for education or experience allowed

Preferred Qualifications

• Education and Experience
  • 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
• Skills
  • Additional computer skills:
    • 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

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