Staff Assistant (Alumni Relations) (Finance)

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.

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/Information

• 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

Required Qualifications

• 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 Required
  • 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

Substitutions

• No substitutions for education or experience allowed

Preferred Qualifications

• Education and Experience
  • 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
• Skills
  • Additional computer skills:
    • 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

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits-overview

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer committed to diversity at all levels. It considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.

About Us

Boasting a 300-acre tree-lined campus in Houston, 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.