Staff Assistant

Rice University•Houston, TX

23h•Onsite

About The Position

Rice University, located in Houston, Texas, is a top-ranked institution known for its 300-acre tree-lined campus, a 6-to-1 undergraduate student-to-faculty ratio, and a supportive residential college system. The university fosters a strong community guided by values of Responsibility, Integrity, Community, and Excellence (RICE), making it a highly regarded place to work and study. The Staff Assistant position provides essential administrative support and customer service to three key student support offices: the Rice Counseling Center, Student Wellbeing Office, and SAFE Office. This role serves as the primary point of contact for visitors and callers, handling tasks such as greeting, scheduling appointments, managing records, directing calls, financial reporting, and assisting with special projects. The Staff Assistant is an integral part of the administrative team, requiring efficiency, accuracy, and empathy, especially in a high-volume environment.

Requirements

HS Diploma or equivalent
2+ years of experience in an administrative office setting (additional related education may substitute year-for-year for experience)
Advanced organizational skills and attention to detail
Advanced verbal and written communication skills
Excellent customer service and interpersonal skills
Ability to prioritize and multitask
Ability to effectively manage constant interruptions while completing time-sensitive tasks
Ability to draw and maintain professional boundaries
Demonstrated success in follow-through and completing routine tasks
Ability to answer a high volume of phone calls on a multi-line phone
Proficient computer skills and demonstrated experience with office software and email applications

Nice To Haves

Bachelor’s degree
More than 2 years of administrative office experience, with a preference for clinical experience
Experience working in a higher education or counseling/social work environment
Experience with Oracle Cloud Applications, Titanium, Maxient, Microsoft Office, and Google Drive systems

Responsibilities

Greets visitors and routes them to appropriate individuals, answers phones, and serves as a resource on school procedures and general inquiries
Manages calendars for multiple professional staff members and is the first point of contact with students to schedule appointments via phone or in person
Handles message logs from after-hours on-call service and routes messages as needed
Generates routine communications such as memos, notices, emails, and letters
Enters data into basic tables, reports, and spreadsheets, makes copies, and monitors and orders office supplies
Tracks facility and office equipment, such as keys, vehicles, and projectors, via logs and schedules repairs as needed
Processes and monitors financial transactions, including resolution of discrepancies
Arranges meetings and assists with routine programming events, including scheduling rooms, managing equipment, ordering meals, and assembling materials
Assists with travel, lodging, and financial assistance for students and families in crisis
Maintains staff calendars for meetings, events, and outreach
Assists with event planning and makes travel arrangements if needed
Creates, organizes, and maintains student electronic documents
Coordinates office moves
Assists in the compilation of data for reports, surveys, and assessments related to student services for the Associate Dean of Students
Ensures that all student records and treatment information are handled in accordance with institutional policies and relevant legal regulations (e.g., FERPA, ADA)
Provides guidance to temporary and student employees on routine matters
Performs other duties as assigned
Assists with event development and planning, including trainings and staff engagement
Assists with preparing for large capital improvement projects
Provides feedback for policies regarding the management of general operations