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Staff Assistant (Constituent Relations)

Posting Details

Position Information

Job Title Staff Assistant (Constituent Relations)
Department Development
Full Time/Part Time Full-Time
Requisition Number S17506
Open Date 06/28/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 8:30 a.m. to 5 p.m.

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

Under the direction of the AVP, Campaign and Constituent Strategy, this position will be responsible for providing meticulous and thorough project and administrative support for the Constituent Strategy team, which includes the following functions: Constituent Relations (Stewardship), Volunteer Engagement, Research & Analysis, and Events. The Staff Assistant will be the front-line contact person between the Constituent Strategy staff and Rice donors, staff, and alumni. The primary job duties of this position include:
- General office support for the team including managing calendars and supplies;
- Assembling materials for internal and external meetings and constituents;
- Budget responsibilities including paying bills and preparing accounting and reporting documents for multiple professional staff members;
- Maintaining computerized files and mailing lists for the office;
- Handling heavy phone calls with frequent contact with Rice staff, donors and alumni.

Education Required HS Diploma or equivalent
Concentration / Degree Type
Substitution for Education Requirement

May not substitute experience for the education requirement.

Education Preferred

Bachelor’s degree.

Experience Required 2 years
Type of Experience

Experience in providing administrative support to multiple professionals.

Substitution for Experience Requirement

Education may not be substituted for the experience requirement.

Experience Preferred

Four or more years of related experience. Accounting or budget management experience.

License/Certification Required
License/Certification Preferred
Skills Required

COMPUTER SKILLS: Strong working knowledge of personal computers is required, including moderate-level mastery of all Microsoft Office modules with emphasis on Word, Excel, PowerPoint and Outlook; strong internet, web and email skills. Strong database skills.

COMMUNICATION SKILLS: Able to present him/herself professionally to all levels of internal and external constituents (donors, board/president, community leaders, team members, vendors) in person (meetings and events), phone and email. Demonstration of exceptional verbal and written communication skills required, including the ability to summarize fully and concisely. Must be able to handle sensitive and confidential information tactfully and appropriately.

ORGANIZATIONAL SKILLS: Must be detail-oriented with a strong focus on accuracy. Strong skills in organization, time management, and ability to work with distractions and interruptions.

PERSONAL TRAITS: Expected to maintain a positive and professional demeanor at all times. Must demonstrate service-orientation, high attention to detail, ability to prioritize tasks and work under pressure of deadlines; willingness to take charge of assignments and follow through with minimal supervision is essential; present a professional appearance, mature attitude, pleasant demeanor, and be capable of making good judgment decisions.

Skills Preferred

ADDITIONAL COMPUTER SKILLS: Strong design skills (Photoshop, etc) preferred. Technical skills including MS Excel – formulas, filters, sorting and formatting. MS Word – mail merge, graphic layout. FileMaker Pro – Run reports, exports, layout adjustments. Experience in online accounting and transaction vouchering is highly desirable; familiarity with BANNER.

PERSONAL TRAIT: Possesses strong desire for professional and personal growth.

Internal / External Contacts

INTERNAL: Frequent contact with many offices within the University, including all offices within the division and other administrative and academic offices, President’s Office/House/staff as well as division heads, department chairs, faculty members and other staff members.

EXTERNAL: Will have frequent contact with alumni, donors, board members, community leaders and vendors.

Physical Demands

No unusual requirements. Must be able to lift and carry 10 lb. (plus) boxes. Must be able to walk to other campus offices or event sites.

Working Conditions

Pleasant office atmosphere. May have long periods using the computer.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting http://jobs.rice.edu/postings/11014

Job Duties

Job Duty Name CONSTITUENT STRATEGY PROJECT SUPPORT
Description of Job Duty

- Assist the Constituent Relations team with ongoing stewardship projects, including preparing materials for endowment reporting, general stewardship / thank you correspondence, arranging donor meetings, and other thank you projects.
- Assist the Volunteer Engagement team with answering website inquiries and directing potential volunteers to activities that best meet their interests and skills, aid in the preparation of materials for volunteer stewardship.
- Assist the Constituent Strategy team with data entry within the alumni/ donor database as required for stewardship, volunteer, event and other special team projects.
- Assist the Events team staff with logistical support for Alumni, Development & Presidential events.
- Coordinate customer satisfaction surveys and event follow-up activities.

Percentage of Time 50
Job Duty Name BUDGETARY/FINANCIAL
Description of Job Duty

- Pay invoices for the Constituent Strategy team.
- Online vouchering of expenses, including travel and entertainment charges, preparing invoices for processing with correct budget codes, submitting purchasing card receipts for supplies and expenses transactions and submitting check requests.
- Provide support for annual expense budget preparation, transaction tagging in the general ledger, and monthly budget expenditure review and reconciliation.
- Update FileMaker Pro event database and run monthly reports.

Percentage of Time 25
Job Duty Name ADMINISTRATIVE SUPPORT
Description of Job Duty

- Make arrangements for meetings as necessary, including reserving space and ordering refreshments. Prepare materials for meetings (including expense reports, historical event data, agenda, etc.). Create and disseminate meeting notes.
- Provide assistance to the assistant vice president and other team members, including answering phones and directing calls, answering inquiries, picking up and sorting mail, keeping track of and ordering supplies, sending faxes, making copies, building and maintaining databases, making travel arrangements for team members, and keeping the office organized.
- Maintain calendars and deadline schedules.
- Coordinate monthly schedule for team and track team members’ vacation and holidays, etc. for AVP’s approval.

Percentage of Time 25

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent?
    • Yes
    • No
  2. * Do you have two years of experience in providing administrative support to multiple professionals?
    • Yes
    • No
  3. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)