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Administrative Specialist

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Special Instructions to Applicants : All interested applicants should attach a cover letter and a resume in the Supporting Documents section of the application.

Position Summary:

The Administrative Specialist provides administrative support to Student Judicial Programs. This person is the first line of contact for department visitors and callers. Under general supervision, the specialist interacts with students involved in disciplinary cases through scheduling and general communication, as well as assists in the management of case documentation. The specialist also assists with the creation and execution of program outreach and special events. As an integral member of the team, the specialist assists with the day to day functions of the department with a special emphasis on empathetic interactions with students, who are experiencing conduct related issues.

Salary: $42,000 - $44,000 annually

Essential Functions
  • Participates as member of the conduct office team, including interacting with students and other offices (internal and external), addressing office matters and interactions with students on questions and issues relating to policies, practices, and rules, all with the utmost professionalism
  • Creates, and maintains as current, physical student disciplinary files
  • Creates, and maintains as current, electronic student disciplinary files in software program used by office and designed to track student cases
  • Stores physical files in organized manner ensuring easy access when needed
  • Assists in developing, and implementing training for student leaders and organizations with oversight by the Director
  • Responds to a wide range of inquiries regarding office activities, procedures, and processes
  • Prepares, drafts, and edits memos, reports, correspondence, presentations, spreadsheets, etc. for approval by the Director
  • Resolves common issues, exercising judgment to determine when to refer more complex issues to higher levels
  • Updates and maintains office websites
  • Provides administrative support to the office, including the purchase of items and supplies needed for office function
  • Assists with budget preparation, processes invoices and purchase orders, enters and manages office expenses in Rice’s expense management program, iO
  • Maintains student records in accordance with applicable laws and office practice
  • Performs all other duties as assigned
Required Qualifications
  • 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
  • One year of administrative experience
  • Skills Required:
    • Strong communication skills, including strong writing, proofreading, and presentation skills
    • Professional demeanor, strong interpersonal skills and a friendly manner
    • Ability to handle oneself well in tense situations
    • Well organized and attentive to detail
Preferred Qualifications
  • More than two years of administrative office experience
  • Experience working in a higher education or counseling/social work environment
  • Experience with Oracle Cloud Applications, Maxient, Microsoft Office, and Google Drive systems.
  • Skills Preferred
    • Understanding of financial transactions
    • Ability to learn and understand compliance with legal, financial, and university policies and external regulations
    • Demonstrated success in follow-through and completing routine tasks
    • Advanced organizational skills and attention to detail
    • Excellent customer service skills
    • Ability to prioritize and multitask
Working Conditions
  • Must be able to work in front of a computer 8 hours per day
  • Must be able to climb three flights of stairs
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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