What are the responsibilities and job description for the Administrative Specialist position at Rice University?

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Position Summary

The Rice360 Institute for Global Health Technologies (Rice360) offers innovative programs to engage undergraduate students in the design and implementation of new technologies to solve real global health challenges. Through a Global Health Technologies minor, international summer internships, and post-baccalaureate fellowships, these early stage technologies are prototyped, evaluated, refined, deployed and scaled across the world.

Rice360 has become a leader in global health education, research and implementation, focused on experiential and problem-based learning, and recognized as a model of excellence by Science magazine and the US National Academy of Engineering. Rice360 works closely with research and program partners in the developing world, collaborators within Rice, the Texas Medical Center and other educational and medical institutions in the U.S. and across the globe. Rice360 has staff permanently located in Malawi, Kenya, Tanzania and Nigeria to support those research partnerships.

Under the supervision of the director of finance and operations, the administrative operations specialist is responsible for supporting various administrative functions for Rice360, including : implementing the day-to-day business and administrative activities of the institute; executing special projects, with analyses and reports; assisting with the planning and implementation of events, such as guest speakers, training workshops, conferences, and fundraising activities; coordination of domestic and international travel, including securing airfare and hotel as well as communication with overseas based staff regarding planning and logistics; processing of purchasing card transactions; representing the institute with tact and proper decorum with all constituents; and other duties as assigned.

The ideal candidate is highly organized, with excellent interpersonal skills, experience with international travel, and a passion for achieving equitable and quality healthcare for everyone, everywhere.

Workplace Requirements

This is a Houston-based full-time position (M-F 8am–5pm, with occasional early morning, evening, or weekend work required to accommodate special events and / or time zone differences for meetings with partners).

Annual Hiring Range : $43,000 to $44,250, contingent upon qualifications and experience.

Requirements

Bachelor’s degree
1 year of related experience 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
Skills Ability to prioritize work and multi-task Excellent organizational skills

Essential Functions

Implements, administers and evaluates day-to-day business and administrative activities of the department, function or program

Provides input on the budget, budget planning and other financial matters

Assists in managing unit budgets and monitors and approves expenditures

Assists in the management and coordination of the human resource function including performance management, promotion, employee relations, compensation, job descriptions, job postings and recruiting

Organizes, manages and completes special projects

Collects and analyzes data, creates reports, reviews and explains trends; formulates and evaluates alternative solutions and recommendations to achieve the goals of the program or function

Analyzes and interprets policies; develops, revises and implements procedures

Plans and implements outreach activities that may include communications, events, training, conferences, and fundraising

Additional Functions / Information

Coordinates domestic and international travel, including securing airfare and hotel as well as communication with overseas based staff regarding travel and logistics planning

Prepares summary travel documents for institute faculty and staff

Processes purchasing card transactions

Preferences

Master’s Degree

One (1) years of related administrative experience working in a college or university setting with faculty, staff, and students which includes experience coordinating and planning international travel and coordinating large, complex meetings / events

Administrative experience within Rice University

Written and verbal communication skills

Ability to exercise sound judgment in making decisions

Relevant subject matter knowledge

Advanced Microsoft (MS) Excel and Word skills, with familiarity of other MS Office programs

Basic knowledge of Rice and / or other corporate purchasing card policies, procedures, and reconciliation

International travel support experience

Team player with excellent interpersonal skills

Detail Oriented

Ability to work under deadline with flexibility, tact, good judgment, discretion, and take initiative

Demonstrates Rice360 core values : innovation, equity, community, integrity, accountability, empowerment and transformation

Demonstrated sensitivity to low resource settings

Passion for achieving equitable and quality healthcare for everyone, everywhere

Rice Mission and Values :

Salary : $43,000 - $44,250

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