Staff Assistant (Corporate And Foundation Relations)

The Office of Corporate and Foundation Relations (OCFR) manages all Corporate and Foundation partnerships on behalf of Rice University, directing strategy for stewarding and expanding existing partnerships while identifying and pursuing new opportunities. The Staff Assistant works with the department coordinators to provide overall administrative support for the team.

The ideal candidate is a detail-oriented self-starter, who is tech savvy, comfortable talking to people, and able to function independently in a fast-paced work environment.

Essential Functions

• Manages calendars for internal and external meetings
• 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 monitors expense reporting
• Creates and maintains files and filing systems
• May provide guidance to temporary and student employees on routine matters
• Performs other duties as assigned

Additional Functions/Information

• Monitors office procedures and workflow and makes suggestions for improvements
• Open office environment
• Frequent contact with division/university staff and occasional contact with Corporate and Foundation partners
• Many hours in front of a computer, light lifting (boxes up to 15 pounds)

Required Qualifications

• HS Diploma or equivalent
• One year of office experience supporting multiple team members with a variety of administrative tasks
• Skills Required
  • Basic computer skills and demonstrated experience with office software and email applications
  • 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

• May substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of experience requirement

Preferred Qualifications

• Education and Experience
  • Bachelor’s degree
  • Experience working at an institution of higher education
  • Experience in a PC Windows environment

Rice University HR | Benefits

https://knowledgecafe.rice.edu/benefits

Rice Mission and Values

Mission and Values | Rice University

Rice University is an Equal Opportunity Employer with commitment to diversity at all levels, and 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.

Faculty and staff are expected (but not required) to have completed a full vaccination series for COVID-19, currently defined as full course COVID-19 Vaccine (typically two shots of a WHO-approved COVID-19 Vaccine or one J&J) and a COVID-19 booster. Rice does not require documentation for COVID-19 vaccination at this time for faculty and staff. More information can be found here: https://coronavirus.rice.edu/policies