"Staff Assistant"

Position Summary

The Staff Assistant provides administrative support and customer service to the Rice Counseling Center, Student Wellbeing Office, and SAFE Office. This person is the first line of contact for department visitors and callers. Duties include, but are not limited to, greeting visitors, scheduling appointments, creating and managing records, directing calls, financial reporting, and special projects as needed. The Staff Assistant is part of an administrative team that supports the three student support offices.

Ideal Candidate Statement

The ideal candidate is someone who can work in a high-volume environment and provide effective customer service across the three offices with efficiency, accuracy, and empathy.

Workplace Requirements

This position is exclusively on-site, requiring all duties to be performed in person at Rice University, 40 hours a week, Monday-Friday, 8 AM-5 PM. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range: $19.00 - $21.00 hourly, contingent upon qualifications and experience
*Non-Exempt (hourly) positions under FLSA are eligible for overtime.*

Minimum Requirements

• HS Diploma or equivalent
• 2+ years of experience in an administrative office setting + In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis.

Skills:

• Advanced organizational skills and attention to detail
• Advanced verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize and multitask
• Ability to effectively manage constant interruptions while completing time-sensitive tasks
• Ability to draw and maintain professional boundaries
• Demonstrated success in follow-through and completing routine tasks
• Ability to answer a high volume of phone calls on a multi-line phone
• Proficient computer skills and demonstrated experience with office software and email applications

Preferences

• Bachelor's degree
• More than 2 years of administrative office experience, with a preference for clinical experience
• Experience working in a higher education or counseling/social work environment
• Experience with Oracle Cloud Applications, Titanium, Maxient, Microsoft Office, and Google Drive systems

Essential Functions

• Greets visitors and routes them to appropriate individuals, answers phones, and serves as a resource on school procedures and general inquiries
• Manages calendars for multiple professional staff members and is the first point of contact with students to schedule appointments via phone or in person
• Handles message logs from after-hours on-call service and routes messages as needed
• Generates routine communications such as memos, notices, emails, and letters
• Enters data into basic tables, 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
• Processes and monitors financial transactions, including resolution of discrepancies
• Arranges meetings and assists with routine programming events, including scheduling rooms, managing equipment, ordering meals, and assembling materials
• Assists with travel, lodging, and financial assistance for students and families in crisis
• Maintains staff calendars for meetings, events, and outreach
• Assists with event planning and makes travel arrangements if needed
• Creates, organizes, and maintains student electronic documents
• Coordinates office moves
• Assists in the compilation of data for reports, surveys, and assessments related to student services for the Associate Dean of Students
• Ensures that all student records and treatment information are handled in accordance with institutional policies and relevant legal regulations (e.g., FERPA, ADA)
• Provides guidance to temporary and student employees on routine matters
• Performs other duties as assigned

Additional Functions

• Assists with event development and planning, including trainings and staff engagement
• Assists with preparing for large capital improvement projects
• Provides feedback for policies regarding the management of general operations

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.*

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