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Administrative Assistant II

Rice University
Houston, Texas, United States
Salary Not Specified
Date posted
Apr 29, 2024

Special Instructions to Applicants:

Please attach a cover letter and a resume in the Supporting Documents section of the application

About George R. Brown School of Engineering

The George R. Brown School of Engineering ranks among the top 20 of undergraduate engineering programs (US News & World Report) and is strongly committed to nurturing the aspirations of faculty, staff and students in an inclusive environment.

We seek greater representation of women, minorities, people with disabilities, and veterans in disciplines in which they have historically been underrepresented; to attract international students from a wider range of countries and backgrounds; to accelerate progress in building a faculty and staff who are diverse in background and thought; and we support an inclusive environment that fosters interaction and understanding within our diverse community.

Position Summary:

The Administrative Assistant II reports to the Finance and Business manager and the Executive Administrator and coordinates a wide range of administrative and clerical responsibilities in support of the Department of Bioengineering at Rice University. Duties include, but are not limited to, supporting finance and events staff in various administrative and clerical capacities, coordinating departmental activities, processing department travel and supply expenses, space inventory and updates, preparing expense reports and encumbrance reviews, and helping investigate department past due invoices.

Rice Bioengineering is one of the top biomedical engineering departments with its graduate program consistently ranked among the top 10 in the country, and the lab is well funded by awards from NIH, Cancer Prevention and Research Institute of Texas, Welch Foundation, Dunn Foundation, and Mathers Foundation. The recruited administrative assistant II is expected to work with other core administrative staff and work closely with faculty and research staff in various labors.

Ideal Candidate Statement:

The successful candidate will thrive in a fast-paced environment, demonstrating excellent communication skills and a strong attention to detail. They will be a reliable team player who can effectively collaborate with colleagues across the department. A proactive approach to problem-solving and a commitment to delivering high-quality work are essential qualities we are looking for in our ideal candidate.

Minimum Requirements
  • High School Diploma or equivalent
  • 2+ years of administrative experience
  • Proficient knowledge of word processing, spreadsheet, email, and database software programs to complete work assignments
  • Strong data reporting skills
  • Strong verbal and written communication skills
  • Basic problem solving and critical thinking skills
  • Ability to work under moderate supervision and complete tasks timely
  • Customer service oriented
  • Experience at Rice University or other academic setting
  • Purchasing card experience
Essential Functions:
  • Coordinates three or more major departmental functions, including: program administration, curriculum support, and compliance.
  • Processes purchasing card expenditure reconciliation and re-allocations, including travel reimbursements
  • Assists and follows up with the processing purchase order purchases
  • Prepares and submits accounting forms that may be needed when reconciling transactions such as expenditure transfers and internal department transactions (IDT’s)
  • 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 and updates approved web content
  • Performs other duties as assigned
Rice University HR | Benefits:

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer committed to diversity at all levels. It 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.

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