Administrative Assistant

Rice University•Houston, TX

4d•$22 - $24•Hybrid

About The Position

The Administrative Assistant provides administrative and operational support to the Office of Graduate and Postdoctoral Studies. The Administrative Assistant’s responsibilities center around office communication with prospective and current students, routine admissions and enrollment processing, and purchasing. Primary job duties are to be performed on campus. Approximately 1–2 hours of work per day may be performed remotely. The ideal candidate for the Administrative Assistant II role works independently and asks for clarification when needed. They are detail-oriented, observant of emerging office needs, and can communicate with their manager regarding the tasks completed and the estimated time for each task. This position directly reports to the Administrative Operations Manager. This position is responsible for managing office organization, handling general electronic communications with internal and external entities, routine purchasing for events and supplies, and providing general guidance and information to any in-person visitors, including current and prospective graduate students.

Requirements

High school diploma or equivalent
In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year for year basis, may be substituted
2+ years 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, may be substituted
Proficient computer skills and demonstrated experience with office software and systems (including Microsoft Word, Adobe Acrobat, FileMaker Pro, OnBase, Banner, Slate) and email applications (Gmail)
Demonstrated success in follow-through and completing routine tasks
Advanced organizational skills and attention to detail
Advanced verbal and written communication skills, with the ability to interact professionally with a wide range of stakeholders
Excellent customer service and interpersonal skills
Ability to prioritize and manage multiple tasks and deadlines
Demonstrated discretion and sound judgment when handling confidential or sensitive information
Motivation to pursue independent information-gathering and problem-solving

Responsibilities

Generates routine communications for multiple inboxes; coordinates production (formatting, copying, etc.) and distribution of official documents
Maintains office supplies and performs basic equipment upkeep
Maintains and updates approved web content
Enters data into tables, reports, and spreadsheets; verifies the accuracy of submitted forms and supports the expedience of related workflows
Serves as the primary initial point of contact for all in-person visitors (including current students, prospective students, staff, faculty, and community members), as well as the primary point of contact for the office’s main communications inbox
May initiate purchase requisitions as requested; processes and monitors related financial transactions, including the resolution of discrepancies
Creates and maintains online files and filing systems; ensures accuracy of data and timeliness of its entry into related systems; performs records consolidation when appropriate
Performs other duties as assigned
Connects cold callers and emailers with appropriate staff for additional support
Performs routine assigned work in the admissions software, including the consolidation of records
Coordinates the continuous review of candidacy petitions
Routinely updates the website and maintains up-to-date contact information
Responsible for office inventory tracking and replenishments
Serves as the secondary office liaison with Facilities
Provides occasional event support as needed
Other duties as assigned