Faculty Senate Administration Assistant

Rice University•Houston, TX

1d•$20 - $25•Onsite

About The Position

The Faculty Senate Administrative Assistant will provide administrative support to the Faculty Senate and related officers and committees. The Faculty Senate Administrative Assistant attends all Faculty Senate and Executive Committee meetings and prepares minutes for approval. This position also schedules meetings of the Faculty Senate and its committees, maintains an archive of all records, designs and maintains the Faculty Senate web page, and generally works with the Speaker and Deputy Speaker to maintain effective communication with faculty, staff, and administration. This is a part-time, 30 hours per week position. The ideal Faculty Senate Administrative Assistant has strong written and editing skills. Ideal candidates have the ability to manage multiple projects at once, interfacing with different offices across campus, including the Registrar’s Office, President’s Office, Provost’s Office, and the Vice Provost for Academic Affairs. The Administrative Assistant should also have basic budgeting capabilities. This position requires occasional movement around campus for meetings. Light physical work may be required to load and set up catered meals. This position will begin exclusively on-site, necessitating all duties to be performed in person in the Faculty Senate office for thirty (30) hours per week. The position may adjust to a hybrid role after a six-month probationary period. Per Rice policy 440 , work arrangements may be subject to change.

Requirements

Associate’s degree In lieu of the education requirement, additional related experience above and beyond what is required may be substituted on an equivalent year-for-year basis
3+ years of related administrative experience In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis
Advanced computer skills and demonstrated experience with office software and email applications
Proven success in following through and completing projects
Excellent organizational skills and attention to detail
Excellent verbal and written communication skills
Excellent customer service and interpersonal skills
Ability to prioritize and multitask
Ability to take initiative and ownership of projects
Ability to routinely and independently exercise sound judgment in making decisions

Nice To Haves

Bachelor’s degree
Administrative support experience in a university or academic setting; experience in event planning and coordination
Knowledge of the Rice community and/or similar academic environments
Knowledge of or ability to learn HTML or a CMS (Content Management System) in order to post items on the website

Responsibilities

Schedules Senate meetings, plenary faculty meetings, and other events; coordinates meeting arrangements and materials
Oversees all meeting and event logistics, including location, technology, and catering
Coordinates the Senate and Promotion and Tenure Committee election processes, from proposing initial calendars to administering elections
Works with the Office of the Provost to administer the nominations and selections for the Faculty Service and Leadership Awards
Designs, maintains, and updates the Faculty Senate web page
Drafts correspondence to various audiences for both internal and external purposes
Prepares documents and presentations for Senate and Committee meetings
Assists the Deputy Speaker in collecting faculty preferences for service and populating University Committees
Drafts detailed meeting minutes for approval
Preserves detailed records for historical and archival purposes, working with the Woodson Research Center
Maintains a tracking system for Senate issues and topics for updates, follow-up, and reporting
Distributes correspondence on behalf of the Faculty Senate
Maintains and updates multiple email distribution listservs
Performs other duties as assigned