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Administrative Specialist

Employer
Rice University
Location
Houston, Texas, United States
Salary
Salary Not Specified
Date posted
Jun 14, 2024


Position Summary

The Rice360 Institute for Global Health Technologies (Rice360) offers innovative programs to engage undergraduate students in the design and implementation of new technologies to solve real global health challenges. Through a Global Health Technologies minor, international summer internships, and post-baccalaureate fellowships, these early stage technologies are prototyped, evaluated, refined, deployed and scaled across the world.

Rice360 has become a leader in global health education, research and implementation, focused on experiential and problem-based learning, and recognized as a model of excellence by Science magazine and the US National Academy of Engineering.

Rice360 works closely with research and program partners in the developing world, collaborators within Rice, the Texas Medical Center and other educational and medical institutions in the U.S. and across the globe. Rice360 has staff permanently located in Malawi, Kenya, Tanzania and Nigeria to support those research partnerships.

Under the supervision of the director of finance and operations, the administrative operations specialist is responsible for supporting various administrative functions for Rice360, including: implementing the day-to-day business and administrative activities of the institute; executing special projects, with analyses and reports; assisting with the planning and implementation of events, such as guest speakers, training workshops, conferences, and fundraising activities; coordination of domestic and international travel, including securing airfare and hotel as well as communication with overseas based staff regarding planning and logistics; processing of purchasing card transactions; representing the institute with tact and proper decorum with all constituents; and other duties as assigned.

Ideal Candidate Statement

The ideal candidate is highly organized, with excellent interpersonal skills, experience with international travel, and a passion for achieving equitable and quality healthcare for everyone, everywhere.

Workplace Requirements

This is a Houston-based full-time position (M-F 8am–5pm, with occasional early morning, evening, or weekend work required to accommodate special events and/or time zone differences for meetings with partners).

Hiring Range: $43,000/year - 44,250/year, contingent upon qualifications and experience.

Requirements
  • Bachelor’s Degree
  • One year of related administrative experience
    • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis
  • Skills
    • Ability to prioritize work and multi-task
    • Excellent organizational skills
Essential Functions
  • Implements, administers and evaluates day-to-day business and administrative activities of the department, function or program
  • 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 the human resource function including performance management, promotion, employee relations, compensation, job descriptions, job postings and recruiting
  • 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
Additional Functions / Information
  • Coordinates domestic and international travel, including securing airfare and hotel as well as communication with overseas based staff regarding travel and logistics planning
  • Prepares summary travel documents for institute faculty and staff
  • Processes purchasing card transactions
Preferences
  • Master’s Degree
  • One (1) years of related administrative experience working in a college or university setting with faculty, staff, and students which includes experience coordinating and planning international travel and coordinating large, complex meetings/events
  • Administrative experience within Rice University
  • Written and verbal communication skills
  • Ability to exercise sound judgment in making decisions
  • Relevant subject matter knowledge
  • Advanced Microsoft (MS) Excel and Word skills, with familiarity of other MS Office programs
  • Basic knowledge of Rice and/or other corporate purchasing card policies, procedures, and reconciliation
  • International travel support experience
  • Team player with excellent interpersonal skills
  • Detail Oriented
  • Ability to work under deadline with flexibility, tact, good judgment, discretion, and take initiative
  • Demonstrates Rice360 core values: innovation, equity, community, integrity, accountability, empowerment and transformation
  • Demonstrated sensitivity to low resource settings
  • Passion for achieving equitable and quality healthcare for everyone, everywhere
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.

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