Development and Alumni Relations Receptionist

Rice University•Houston, TX

3d•Onsite

About The Position

The Development and Alumni Relations Receptionist serves as the central receptionist for the Development and Alumni Relations staff at the Ion Building in the Rice Innovation District in downtown Houston. The Receptionist is responsible for performing clerical and operational tasks, with duties including, but not limited to, managing room reservations and calendars, greeting and assisting visitors, answering phones, sorting mail, and ordering supplies. The ideal candidate is an energetic, personable professional comfortable providing office administration support for multiple professionals and has strong verbal and written communication skills, as well as strong attention to detail.

Requirements

High School Diploma or equivalent
One or more (1+) year of related office experience in an office setting
Basic computer skills and demonstrated experience with office software and email applications
Proficiency in Microsoft Office Suite
Ability to follow through and complete assigned tasks
Good organizational skills and attention to detail
Good verbal and written communication skills
Good customer service and interpersonal skills
Ability to establish and manage priorities and handle numerous time-sensitive projects with conflicting and varied deadlines

Nice To Haves

Experience with Cisco VoIP telephone system or other digital telephone equipment
Experience in a university setting
Exceptional telephone voice with the ability to speak in a clear, easy-to-understand manner
Exhibits maturity and good judgment in dealing with callers and guests
Willingness to take charge of assignments and follow through with minimal supervision

Responsibilities

Assists with procurement of office supplies and coordinates replenishment as needed
Processes, sorts, and delivers mail and internal correspondence to staff
Coordinates scheduling of conference and huddle rooms for divisional staff as needed
Maintains a clean, sanitary, and organized kitchen environment in alignment with workplace safety and hygiene standards
Greets visitors and routes them to appropriate individuals, answers phones, and serves as a resource on procedures and general inquiries
Distributes routine communications such as memos, notices, emails, and letters
Enters data into basic tables, reports, and spreadsheets, and makes copies
Tracks facility and office equipment, such as keys, lockers, etc. via logs, and schedules repairs as needed
Assists with routine meetings, including scheduling rooms, managing equipment, assembling materials, etc.
Creates and maintains files and filing systems
Performs all other duties as assigned
Answers phone calls to the main number for Development and Alumni Relations and directs calls or takes messages as required
Has frequent contact with building and Development and Alumni Relations staff and other university offices
Becomes familiar with campus functions and stays current with activities in order to respond with correct information to callers and guests