Operations Administrative Assistant III at Rice University in Houston, Texas

Job Description:

Special Instructions to Applicants:

All interested applicants should attach a resume in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.

Position Summary:

The Susanne M. Glasscock School of Continuing Studies (GSCS) connects Rice University to Houston and the world, offering exemplary educational opportunities for career changers, game-changers, lifelong learners and everyone in-between.

The Operations Administrative Assistant III represents GSCS and coordinates a wide range of operational responsibilities in support of the Director, Assistant Director, and Coordinator of Operations with all operation needs, as well as providing customer service to the various units within GSCS, including the course instructors and participants. The ability to provide excellent "front of the house" customer service and comprehensive administrative support in a timely and organized manner is crucial to this position.

Ideal Candidate Statement:

Ideal candidates possess excellent problem-solving and customer service skills. The ability to work independently with minimum supervision and collaboratively in teams comprised of individuals of diverse backgrounds, skills, and perspectives is important.

Workplace Requirements:

On campus position: This position is exclusively on-site, necessitating all duties to be performed in-person at (insert location and schedule). Per Rice policy 440 , work arrangements may be subject to change.

Hiring Range: $20.43-$25.43 per hour

*Non-Exempt (hourly) positions under FLSA are eligible for overtime.

Minimum Requirements:

• Associate's Degree or equivalent
• 3+ years of experience in a customer service and/or administrative role
  
  
  • 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 computer skills and demonstrated experience with office software and email applications
• Proven success in following through and competing projects
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize, multi-task, and assign work to others
• Ability to take initiative and ownership of projects
• Ability to routinely and independently exercise sound judgment in making decisions
• Ability to be on time and have reliable transportation

Preferences:

Five years of related experience in a customer service and/or administrative role(s) in higher education

Skills:

• Ability to exercise good judgement and work independently on routine tasks
• Ability to prioritize and work on multiple tasks and a variety of projects and situations simultaneously
• Experience with Microsoft applications, room reservation system(s), student registration system(s), Zoom and Canvas or similar Learning Management System (LMS)
• Ability to supervise student workers
• Ability to troubleshoot basic technical issues related to online courses and classroom technology
• Ability to work a flexible schedule to include weekends/evenings as needed

Essential Functions:

• Acts on behalf of the unit, functional area or department head to establishing priorities and identifying and resolving problems that are administrative in nature
• Participates in meeting on supervisor's behalf, as needed
• Assists in the coordination of complex conferences seminars, and events
• Composes documents, produces course handouts, runs reports, helps with editing and fact checking
• Updates complex reports and spreadsheets
• Makes recommendations based on reports
• Oversees and processes a variety of complex financial transactions dealing with participant registrations across all GSCS units
• Assists with managing supplies and equipment for GSCS classrooms and programs
• Assists with routine remodeling and renovations
• Performs other duties as assigned

Additional Functions

• Answers all incoming calls and emails from customers
• Processes registrations and serves as the primary point of contact for registration related issues
• Greets visitors and serves as a primary contact for collecting customer information and recording payments as needed
• Maintains office supplies and equipment
• Serves as the point of contact for general building maintenance, health and safety, and other facility concerns within the unit(s); reports any incidents or potential safety issues to appropriate representatives
• Maintains and updates weekly Operations support schedule and classroom reservations
• Serves as a point of contact for daytime classroom technology issues and online basic online tech support
• Assists the Assistant Director of Operations with tasks as assigned
• Liaisons with daytime building custodial staff
• Supports daytime events, courses, and instructors
• Ability to work independently and collaboratively with diverse stakeholders
• Provides administrative support for all course needs (daytime and evening)

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

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer committed to diversity at all levels. It 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.

About Us

Boasting a 300-acre tree-lined campus in Houston, 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.

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