Administrative Assistant II

Rice University•Houston, TX

11d•$19 - $23•Onsite

About The Position

The Department of Bioengineering is seeking a highly organized, detail-oriented, and proactive administrative professional to support a wide range of business and operational functions critical to the department’s success. The administrative assistant reports to the Bioengineering Executive Administrator. This position serves as a central resource for coordinating budget and finance activities—including processing transactions, tracking/transferring expenditures, and assisting with financial reporting—while also managing day-to-day office operations to ensure an efficient and well-functioning environment. The role provides key support for the Bioengineering core staff, faculty, research staff, and students, processing department expenditures, submitting expenditure transfers, purchasing card expenditure reconciliation and re-allocations, preparing expense reports and encumbrance reviews, resolving discrepancies, and helping investigate department past due invoices. This position will oversee the front office space, including serving as the primary point of contact for visitors, departmental purchasing, organizing, and supporting routine functions of the office. Rice Bioengineering is one of the top biomedical engineering departments, with its graduate program consistently ranked among the top 10 in the country. This is an excellent opportunity for a skilled administrative professional who thrives in a collaborative, fast-paced academic setting and is committed to delivering high-quality service to faculty, students, and staff.

Requirements

High School Diploma or equivalent
Two or more (2+) years of administrative 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

Nice To Haves

Strong follow-through
Excellent customer service
Ability to prioritize and manage multiple tasks in a fast-paced academic environment
Reliable team player who can effectively collaborate with colleagues across the department
Proactive approach to problem-solving
Commitment to delivering high-quality work

Responsibilities

Coordinates multiple administrative and business functions, with emphasis on budget and finance support, general office operations, and process coordination across the unit.
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, I9's, and / or faculty affairs support
Performs other duties as assigned