Temporary Administrative Assistant

Rice University•Houston, TX

2d•$20 - $22•Onsite

About The Position

The Temporary Administrative Assistant for the Office of the Division of Student Life and Undergraduate Education will provide critical support by managing administrative tasks, maintaining records, and ensuring smooth daily operations. Reporting directly to the Assistant Dean, the temporary Assistant may also be assigned to different departments of the division to cover administrative duties during extended staff leaves and absences. Key responsibilities include assisting with scheduling, managing departmental correspondence, preparing expense reports, and handling logistics for events and projects as needed. The assistant is responsible for maintaining accurate files, processing documents, and coordinating with various departments to ensure timely task completion. Additionally, the role involves monitoring budgets, preparing reports, and supporting special projects as needed. Strong communication and organizational skills are essential for success in this role.

Requirements

High School Diploma or equivalent
2+ years of experience in an administrative office setting
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 email applications
Demonstrated success in follow-through and completing routine tasks
Advanced organizational skills and attention to detail
Advanced verbal and written communication skills
Excellent customer service and interpersonal skills
Ability to prioritize and multi-task

Responsibilities

Coordinates two or more administrative and/or business functions including, but not limited to: budget/finance, human resources, facilities management, communication and/or outreach.
Generates routine communications; coordinates production (formatting, copying, etc.) and distribution of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays
Plans and schedules calendar(s), resolves calendaring conflicts and arranges travel
Processes and monitors financial transactions, including resolution of discrepancies
Schedules organizes, and operates conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors
Maintains office supplies and equipment; obtains vendor quotes, as needed
Coordinates office moves
Serves as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); reports any incidents or potential safety problems to appropriate representatives
Maintains and updates approved web content
Performs other duties as assigned