Staff Assistant, Alumni Relations

Rice University•Houston, TX

1d•Hybrid

About The Position

The Staff Assistant (Alumni Relations) provides overall administrative support for a group of alumni relations professionals at Rice University. Typical duties include managing calendars, collecting data and producing periodic reports, assisting with data entry, arranging travel and business meetings, and managing expense reports. The ideal candidate is comfortable working in a fast-paced environment, managing multiple tasks and providing office administrative support for multiple professionals. The candidate should demonstrate strong verbal and written communication skills, as well as attention to detail, particularly in data management.

Requirements

High school diploma or equivalent
One year of related office experience providing administrative support to multiple professionals
Basic computer skills and demonstrated experience with office software and email applications
Proficiency in the 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

Nice To Haves

Associate’s degree or higher
Two or more years of related experience
Experience in nonprofit or higher education settings
Experience with Blackbaud CRM or another advancement system
Experience in a Windows PC environment
Strong web and email skills
Ability to adapt to different software applications
Familiarity with ERP systems (Oracle, Workday, etc.)
Experience with online accounting and transaction voucher processing

Responsibilities

Greets visitors and directs them to appropriate individuals, answers phones, and serves as a resource for procedures and general inquiries
Distributes routine communications such as memos, notices, emails, and letters
Assists with data entry, as well as the management and maintenance of electronic documents
Collects data and produces periodic reports and spreadsheets
Makes copies and monitors and orders office supplies
Tracks facility and office equipment, such as keys, vehicles, and projectors, through logs and schedules repairs as needed
Reviews invoices for accuracy and initiates purchase requisitions
Arranges meetings and assists with routine conferences, including scheduling rooms, managing equipment, ordering meals, and assembling materials
Makes travel arrangements and initiates and monitors expense reporting
Creates and maintains files and filing systems
Manages calendars and processes invoice payments for multiple professional staff members, which may require contact with external audiences
Processes call reports for the alumni/donor database
Maintains computerized files and mailing lists for the office
Performs other duties as assigned