"Part-Time Office Assistant, Rice Counseling Center"

Job Details

Special Instructions to Applicants:

All interested applicants should attach a resume and cover letter in 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 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 the best quality of life and the best value among private universities.

Rice is also a wonderful place to work. Rice faculty, staff, and students share values essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in how we treat each other and welcome our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community, and Excellence.

Position Summary:

The Rice Counseling Center (RCC) is a diverse team of psychologists, social workers, counselors, and psychiatrists committed to providing professional, compassionate, and individualized care to Rice University undergraduate and graduate students. The Part-Time Office Assistant plays a vital role in the daily operations of the Rice Counseling Center. This position provides administrative, organizational, and front-line support to clinicians, the Clinical Director, and the Executive Director. This role is central to maintaining a welcoming, organized, and confidential environment for students seeking mental health services.

Ideal Candidate Statement:

The ideal candidate is a compassionate administrative professional who is detail-oriented, a team player, and committed to supporting student mental health needs in a confidential and inclusive environment.

Workplace Requirements:

This position is primarily remote, with occasional on-campus work to support events, trainings, and meetings as needed. The role is part-time at 20 hours a week with a flexible schedule of 4 hours per day, preferably in the morning and early afternoons. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range: $18.89 - $20 an hour, contingent upon experience and qualifications
*Non-Exempt (hourly) positions under FLSA are eligible for overtime.*

Minimum Requirements:

• High School Diploma
• 2+ years of experience in a clinical office or administrative setting
  + 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:

• Proficient computer skills and demonstrated experience with office software and email applications
• Demonstrated success in follow-through and completing routine tasks
• Advanced organizational skills and attention to detail
• Advanced verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize and multi-task in a fast-paced clinical environment
• Ability to work from home with a provided computer and phone system
• Ability to work independently and as part of a team to meet expected deadlines and schedules

Preferences:

• Bachelor’s degree
• 3+ years of experience working in a counseling, healthcare, or higher education setting
• Familiarity with electronic health records or scheduling systems
• Cultural competence and experience working with diverse student populations
• Interest in mental health, student services, or helping professions
• Experience working with adolescents or college-aged populations
• Prior experience with the electronic health record system, Titanium
• Strong customer service skills
• Ability to set strong boundaries

Essential Functions:

• Serves as the administrative main point of contact for the Rice Counseling Center’s (RCC) staff
• Provides general information about services and procedures of the RCC, and resources of the university, while maintaining appropriate boundaries for undergraduate and graduate students
• Supports the RCC’s clinician and psychiatry staff with appointments, managing their calendars, and resolving calendaring conflicts
• Assists in triaging students’ requests for service with the RCC
• Manages the RCC’s email, including appointment reminders, clinician assignments, and other official correspondence
• Assists with after-hours messages on the emergency line by connecting students to RCC or other campus support resources
• Maintains accurate and confidential client records in compliance with university policies and legal regulations (e.g., FERPA, HIPAA, where applicable)
• Prepares and organizes paperwork, intake forms, releases, and correspondence in the RCC’s electronic health record system
• Supports the RCC’s virtual therapy scheduling, including processing digital paperwork for intakes and consent forms, and organizing virtual appointment links
• Assists with prescription management for staff psychiatrists
• Supports the Clinical Director with clinician assignments in the electronic health record system
• Audits patient records for accuracy, updated consents, and contact information
• Processes financial transactions such as expense reconciliations and procurement
• Participates in staff meetings, trainings, and quality improvement activities
• Assists with office supply management and ordering
• Performs other duties as assigned

Additional Functions:

• Maintains up-to-date knowledge of campus and community resources
• Assists with audits and produces data on the RCC’s statistics of demographics and appointments as requested by higher Rice administration
• Assists with event development and planning, including training and engagement
• Provides feedback for policies regarding the management of general operations
• Communicates effectively with the Health and Wellbeing administrative team

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

Rice Mission and Values: Mission and Values | Rice University