"COB Afternoon Receptionist"

Position Summary:

The afternoon receptionist serves as the central point of contact for the Cambridge Office Building (COB) at Rice University, providing a welcoming and professional presence for visitors, staff, and stakeholders. Responsibilities include greeting guests, managing room reservations and calendars, answering phones, sorting mail, and overseeing the shared office email account. This role also supports the Budget and Finance organization with clerical and operational tasks, such as ordering and maintaining breakroom supplies, tracking inventory, coordinating maintenance for shared spaces, and serving as the liaison for IT service requests to ensure timely resolution.

This is a part-time, people-facing role with a regular schedule of 1:00 PM to 6:00 PM, Monday through Friday.

Ideal Candidate Statement:

The ideal candidate is a proactive and personable professional who thrives in a dynamic, people-facing environment and provides effective administrative support to multiple stakeholders. They demonstrate excellent communication skills, professionalism, and confidence when interacting with diverse audiences. With strong attention to detail and initiative in problem-solving, they adapt to changing needs and support the team with a collaborative, solutions-focused mindset.

Minimum Requirements:

• High school diploma or equivalent
• At least one year of experience in an office or administrative setting

Skills:

• Strong verbal and written communication skills
• Excellent attention to detail and organizational abilities
• Ability to multitask and prioritize in a dynamic environment
• Demonstrated initiative, resourcefulness, and creativity in problem-solving
• Helpful, approachable demeanor with a commitment to team support
• Experience with office administration, procurement, and inventory management (preferred)
• Familiarity with scheduling tools and email platforms
• Willingness to take ownership of assignments and follow through with minimal supervision
• Proficiency in Microsoft Office Suite
• Ability to work independently during the afternoon shift (1:00 PM to 6:00 PM)

Preferences:

• Experience with Oracle Cloud ERP and Cisco VoIP telephone systems or similar digital phone equipment

Essential Functions:

• Serve as one of the primary receptionists for the Cambridge Office Building (COB), welcoming and assisting visitors in a professional and courteous manner while serving as a resource for general inquiries
• Manage room reservations and calendars for conference rooms and shared spaces
• Answer and direct phone calls, manage emails, and sort incoming and outgoing mail
• Serve as the primary contact for IT service requests, facilitating timely communication and resolution, particularly for shared spaces such as conference rooms
• Serve as the primary contact for Facilities service requests, particularly for shared spaces such as conference rooms and break rooms
• Provide clerical and operational support to the Budget and Finance organization
• Arrange meetings and assist with routine conferences and workshops, including ordering meals and coordinating catering for Budget & Finance
• Ensure visitors can access other floors as needed by coordinating or granting entry when badge access is restricted or outside normal departmental operating hours
• Coordinate deliveries and direct them to the appropriate floor or recipient
• Order and maintain breakroom supplies across all levels of COB, ensuring inventory is tracked and replenished regularly
• Coordinate maintenance scheduling for breakrooms and conference rooms to ensure cleanliness and functionality
• Maintain a clean and organized reception area and shared spaces
• Demonstrate initiative by identifying opportunities to improve office operations and proactively addressing issues
• Perform other duties as assigned

Additional Functions:

• Answer phone calls to the main Budget Office number and direct calls or take messages as appropriate
• Maintain regular contact with Budget & Finance staff and other university offices
• Stay updated on the university's organizational structure, including schools and departments, with a focus on the OF&S division and the Office of Budget and Finance; and remain informed about campus activities to effectively assist callers and guests
• Work in an open office environment; the majority of time spent seated at a desk

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.

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

Rice Mission and Values: Mission and Values | Rice University