Staff Assistant

Special Instructions to Applicants:

All interested applicants should attach a resume and cover letterin 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 nations 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 Rices 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 provides administrative support and customer service to the Rice Counseling Center Student Wellbeing Office and SAFE Office. This person is the first line of contact for department visitors and callers. Duties include but are not limited to greeting visitors scheduling appointments creating and managing records directing calls financial reporting and special projects as needed. The Staff Assistant is part of an administrative team that supports the three student support offices.

Ideal Candidate Statement:

The ideal candidate is someone who can work in a high-volume environment and provide effective customer service across the three offices with efficiency accuracy and empathy.

Workplace Requirements
This position is exclusively on-site requiring all duties to be performed in person at Rice University 40 hours a week MondayFriday 8 AM5 PM.Per Rice policy 440 work arrangements may be subject to change.

Hiring Range: $19.00 $21.00 hourly contingent upon qualifications and experience
*Non-Exempt (hourly) positions underFLSA are eligible for overtime.

Minimum Requirements:

• HS 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 may be substituted on an equivalent year-for-year basis.

• Skills:

  • 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

Preferences:

• Bachelors 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

Essential Functions:

• 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

Additional Functions:

• 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

Rice University HR Benefits: Mission and Values: Mission and Values Rice University

Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race color religion age sex sexual orientation gender identity national or ethnic origin genetic information disability or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process please get in touch with Rice Universitys Human Resources Office via email at for support.

If you have any additional questions please email us at Thank you for your interest in employment with Rice University.