Administrative Assistant II

Position Summary

The Administrative Assistant II represents the Office of Admission by coordinating administrative and business functions, including but not limited to budget/finance, human resources, facilities management, communication, and outreach. In addition, this position helps greet prospective students, families, and other guests visiting the campus in writing by responding to the admission general inquiry email account. This person provides mid-level assistance for professional staff in the Office of Admission, such as support on projects involving alumni and student volunteer activities, marketing/communications efforts, on-and off-campus recruitment events, travel expense reports, and preparation on other tasks as needed. The ability to provide excellent "front of the house" customer service and comprehensive project support in a timely and organized manner are crucial to this position. Familiarity with managing student assistants is desirable.

Requirements

• HS Diploma or equivalent
• Three years of experience
• Proficient computer skills and demonstrated experience with office software and email applications
• Demonstrated success in follow-through and completing routine tasks
• Advanced organizational skills and attention to detail
• Advanced verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize and multi-task

Essential Functions

• Coordinates two or more administrative and business functions, including budget/finance, human resources, facilities management, communication, and outreach.
• Generates routine communications; coordinates production (formatting, copying, etc.) and distribution of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays
• Plans and schedules calendar(s), resolves calendaring conflicts, and arranges travel
• Processes and monitors financial transactions, including resolution of discrepancies
• Schedules organizes, and operates conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors
• Maintains office supplies and equipment; obtains vendor quotes, as needed
• Coordinates office moves
• Serves as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); reports any incidents or potential safety problems to appropriate representatives
• Maintains and updates approved web content
• Performs human resources transactional support, e.g., time cards, student time and absence training, etc.
• Performs other duties as assigned

Additional Functions

• Supervises admission student workers (tour guides) and maintains a database of hires/terminations, checks and approves timecards/provides support in answering student questions related to working at Rice

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

Rice Mission and Values: Mission and Values | Rice University

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

Faculty and staff are expected (but not required) to have completed a full vaccination series for COVID-19 (currently defined as full course COVID-19 Vaccine (typically two shots of a WHO-approved COVID-19 Vaccine or one J&J) and a COVID-19 booster. Rice does not require documentation for COVID 19 vaccination at this time for faculty and staff. More information can be found here: https://coronavirus.rice.edu/policies