Administrative Assistant, Financial Aid 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.

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.

Position Summary:

The Administrative Assistant I represents the Office of Financial Aid at Rice University, a highly-selective research institution in the heart of Houston, Texas. Reporting to the Deputy Director, this position is responsible for greeting prospective students, families, and other guests visiting campus, and in writing by responding to the Financial Aid general inquiry email account. Responsibilities in the position also entail providing general clerical assistance and supporting a combination of projects involving financial aid outreach activities, communications efforts, on-and off-campus financial aid events, travel expense reports and other projects as needed. The ability to provide excellent "front facing" customer service in combination with thorough project support in a timely and organized manner is crucial to this position.

Ideal Candidate Statement:

The ideal candidate will have at least 3 years of office administration experience in a college or university office with best-in-class customer service. They will be resourceful in problem solving and resilient in adapting to change. The candidate should also be adept at learning and using technology as needed.

Workplace Requirements:

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

Other requirements: Reliable transportation, ability to lift packages up to 25 pounds, hours are 8 AM to 5 PM Monday through Friday with some weekends possible.

Minimum Requirements:

• HS Diploma or equivalent
  
  
  • Experience may not be substituted for the education requirement.
  
  
• 1 year related experience
  
  
  • May substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement.
  
  
• Full-time office experience or other relevant experience
• Basic computer skills and demonstrated experience with office software and email applications
• 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

Skills:

• Basic computer skills and demonstrated experience with office software and email applications
• 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:

• Bachelor's Degree
• Three or more years of full-time administrative work experience to include experience in a college or university financial aid office
• Experience with a relational database system
• Banner Financial Aid experience

Essential Functions:

• Greets visitors and routes them to appropriate individuals, answers phones, and serves as a resource on school procedures and general inquiries
• Distributes 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
• 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
• Creates and maintains files and filing systems
• Sets up office spaces and / or supports coordination of basic office moves
• May provide guidance to temporary and student employees on routine matters
• Performs other duties as assigned

Additional Functions

• Provides coverage for the front desk, including receiving guests maintaining records of visitors, answering basic questions about the financial aid calendar, coordinating student workers as needed.
• Supports special events on campus by making facilities reservations, arrangements for travel, lodging, meals, meeting set-ups, preparing information packets, greeting and attending to guests, etc.
• Provides financial support for staff members who travel: reconciling receipts with postings, processing monthly statements, etc.
• Processes expense reports using ImagineOne expense management system
• Responds to, and/or forward for response, emails, phone calls, and communications from internal and external constituents.
• Provides project/clerical assistance for any, or all, of the financial aid staff within the Office of Financial Aid.
• Supports financial aid outreach by providing logistical support for on- and off-campus financial aid events, assisting with recruitment efforts targeting underrepresented, international, or other populations, and/or other project support as needed.
• Occasional Saturday office coverage for recruiting and yield events.

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.

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