Administrative Assistant II

Rice University•Houston, TX

5h•$20 - $20•Hybrid

About The Position

The Administrative Assistant II role provides advanced administrative and operational support to the Office of Admission at Rice University. This position plays a critical role in ensuring the smooth and efficient functioning of daily operations within a fast-paced and service-oriented environment. Reporting to the Deputy Director of Administration and working in concert with an administrative team, the Administrative Assistant II performs complex administrative tasks, manages office calendars and schedules, and assists with the planning and execution of key admission-related processes and events. The ideal candidate for the Administrative Assistant II position will demonstrate strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities with minimal supervision. This role requires excellent communication skills and a customer-service mindset, as it serves as a key point of contact for internal and external stakeholders, including prospective students, families, and university partners. The Administrative Assistant II is expected to exercise independent judgment, handle sensitive information with confidentiality, and contribute to a welcoming and inclusive atmosphere aligned with the university's mission.

Requirements

High school diploma or equivalent
2+ years’ experience providing administrative support, preferably in a university setting
In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted
Proficient administrative skills including calendar management, meeting coordination, and office organization
Strong written and verbal communication skills with the ability to interact professionally with a wide range of stakeholders
Strong interpersonal skills and a commitment to providing excellent customer service
Proficiency in Microsoft Office and Google Suite (Word, Excel, Outlook, PowerPoint) and comfort with learning new software systems
Experience with data entry and database management (e.g., CRM systems like Slate or similar platforms)
Exceptional attention to detail and a high level of accuracy in all work
Ability to prioritize and manage multiple tasks and deadlines
Demonstrated discretion and sound judgment when handling confidential or sensitive information
Problem-solving skills and the ability to work independently with minimal supervision
Flexibility and adaptability to support changing office needs and event-based workloads
Team-oriented mindset with the ability to collaborate effectively with colleagues across the division

Nice To Haves

3+ years of administrative support experience, preferably in a higher education or admission-related setting
Familiarity with student information systems or CRM platforms such as Slate, Banner, or Salesforce
Experience supporting events or programs, including scheduling, logistics, and vendor coordination

Responsibilities

Responsible for one or more administrative and business functions, including processing and managing student hire payroll, event management, onboarding coordination, FERPA file requests, and/or expense reporting
Serves as a key point of contact for prospective students, families, school counselors, and campus partners by providing timely, accurate, and courteous responses via phone, email, and in-person interactions
Greets and assists campus visitors to the Office of Admission and Welcome Center, ensuring a welcoming and professional first impression for campus visit registrants and walk-in visitors
Provides high-level administrative support to Office of Admission staff, including managing calendars, scheduling meetings, and preparing communications
Supports the planning, coordination, and execution of on-campus and virtual admission events, assisting with registration, guest services, and event logistics—from daily campus visits to large event days
Maintains accurate and confidential records, enters and updates applicant data in internal systems, and assists with the generation of reports and queries
Responds to general inquiries about the admission process, policies, and deadlines, and escalates complex issues to the appropriate staff member when necessary
Manages the daily operations of the front office, including organizing supplies, maintaining office appearance, and coordinating mail, deliveries, and print materials
Assists with onboarding and coordination of student workers and may provide guidance to junior administrative staff as needed
Assists with the coordination and logistics of admission-related events, meetings, travel, and special projects
Knowledge of university policies, procedures, and organizational structures
Ability to draft and edit professional correspondence and documents with minimal oversight
Participates in ongoing efforts to improve office workflows, enhance customer service, and support a positive and inclusive work environment
Understanding of admissions or enrollment operations and the academic calendar cycle