Staff Assistant, Alumni Relations

Staff Assistant (Alumni Relations)

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 travel and business meetings, and managing expense reports.

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

Ideal Candidate Statement: The ideal candidate is comfortable working in a fast-paced environment, managing multiple tasks and providing office administrative support for multiple professionals. The candidate should demonstrate strong verbal and written communication skills, as well as attention to detail, particularly in 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 Rice policy 440, work arrangements may be subject to change.

Minimum Requirements:

• High school diploma or equivalent
• One year of related office experience providing administrative support to multiple professionals

Skills:

• Basic computer skills and demonstrated experience with office software and email applications
• Proficiency in the 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
• Two or more years of related experience
• Experience in nonprofit or higher education settings
• Experience with Blackbaud CRM or another advancement system
• Experience in a Windows PC environment
• Strong web and email skills
• Ability to adapt to different software applications
• Familiarity with ERP systems (Oracle, Workday, etc.)
• Experience with online accounting and transaction voucher processing

Essential Functions:

• Greets visitors and directs them to appropriate individuals, answers phones, and serves as a resource for procedures and general inquiries
• Distributes routine communications such as memos, notices, emails, and letters
• Assists with data entry, as well as the 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, through 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 and monitors expense reporting
• Creates and maintains files and filing systems
• Performs other duties as assigned

Additional Functions:

• Manages calendars and processes invoice payments 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
• Spends many hours working at a computer

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 University's Human Resources Office via email at View email address on click.appcast.io for support.

If you have any additional questions, please email us at View email address on click.appcast.io. Thank you for your interest in employment with Rice University.