What are the responsibilities and job description for the Staff Assistant (Alumni Relations) position at Rice University?

Special Instructions to Applicants :

All interested applicants should attach a cover letter and resume in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.

About Rice :

Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation’s top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community and Excellence.

Position Summary :

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 for 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 administration support for multiple professionals and should have demonstrated strong verbal and written communication skills as well as attention to detail, especially regarding data management.

Workplace Requirements :

This position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration. Per , work arrangements may be subject to change.

Non-Exempt (hourly) positions under are eligible for overtime.

Minimum Requirements :

HS Diploma or equivalent

One year of related office experience in providing administrative support to multiple professionals 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 :

Basic computer skills and demonstrated experience with office software and email applications

Proficiency in 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

Preferences :

Associate’s degree or higher

Experience in non-profit / higher-education settings

Two or more years of related experience

Experience with Blackbaud CRM or other advancement system

Experience in a PC Windows environment

Strong web and email skills

Ability to adapt to different software applications

Familiarity with ERP systems (Oracle, Workday, etc.)

Experience in online accounting and transaction vouchering

Essential Functions :

Greets visitors and routes them to appropriate individuals, answers phones, and serves as a resource on procedures and general inquiries

Distributes routine communications such as memos, notices, emails, and letters

Assists with data entry as well as 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, via 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 / monitors expense reporting

Creates and maintains files and filing systems

Performs other duties as assigned

Additional Functions :

Manages calendars and pays invoices 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

Has frequent contact with division staff and other university offices

Many hours spent in front of a computer

Rice Mission and Values :

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Staff Assistant (Alumni Relations)

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