Executive Assistant

Posting Details

Position Information

Job Title Executive Assistant
Department Office of the Registrar
Full Time/Part Time Full-Time
Requisition Number S17468
Open Date 06/01/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, from 8 a.m. to 5 p.m.

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Executive Assistant to the Registrar is responsible for the performance of a wide variety of complex administrative tasks in support of, and to assist, the University Registrar and the Office of the Registrar office team. This is a highly sensitive position requiring extreme tact, sensitivity, and the ability to keep confidentiality, as well as have finely developed managerial, leadership, and human relations skills.

In interactions with the public, the person in this position may be the first representative of the Office of the Registrar. The Executive Assistant will exercise judgment and discretion in communicating with a broad and diverse constituency at Rice (and outside Rice) and will be routinely involved in matters that impact the long-term success of the Office of the Registrar and of the institution as a whole.

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

Experience may not be substituted for the education requirement.

Education Preferred

Bachelor’s degree.

Experience Required 5 years
Type of Experience

Progressively responsible administrative support experience.

Substitution for Experience Requirement

May substitute up to two years of the required experience using college coursework on an equivalent year-for-year basis.

Experience Preferred

- Experience in an educational (college/university) environment highly preferred.
- Previous experience in a registrar’s office highly desirable.

License/Certification Required
License/Certification Preferred
Skills Required

- Proficiency in Microsoft Windows, MS Office: Word, Excel, PowerPoint, and Outlook (word processing, spreadsheets, presentations and email).

- Must possess excellent organizational skills, the ability to prioritize work assignments and the ability to multi-task.

- Ability to work well with people as well as independently with minimal supervision.

- Ability to interface well with all departments within the Rice community and to represent the University Registrar in a highly professional manner. Demonstrated ability to communicate effectively and professionally with customers and external contacts to the organization.

- Strong writing skills, both with technical writing, for the writing of procedures, and general writing, for memos, letters and other materials. (Excellent spelling and grammar, etc.)

- Should possess the ability to communicate effectively with management (with brevity, focus, conciseness) and the ability to present abstract concepts both orally and in writing.

- A demonstrated skill in organizing and presenting information.

- Thorough knowledge of office terminology, procedures and equipment; thorough knowledge of business arithmetic and English; ability to recognize and prioritize the work of the office; ability to readily acquire familiarity with the regulations, policies, functions, and personnel of the office to which assigned; ingenuity and resourcefulness in handling administrative problems; good judgment, tact, courtesy, and initiative; excellent phone skills.

Skills Preferred

- Some hiring and supervisory experience, along with the ability to work with the Human Resources department in interpreting policies and adhering to regulations.

- Ability to understand database concepts along with experience with database software, such as Microsoft Access (queries, forms design, and reports) desirable.

- Knowledge or exposure to Ellucian BANNER student information system highly preferred.

Internal / External Contacts

Extensive contact with public, within and outside the University. Must be able to work with the office staff of all University offices, including the President’s Office, the Provost’s Office, and all of the Vice Presidents’ and Deans’ offices. Must be able to screen calls discretely and graciously.

The Executive Assistant has routine and regular contact with members of the student community. Additionally, the Executive Assistant has regular interaction with students’ parents, alumni, university faculty, and staff, as well as numerous outside agencies. In all interactions, the Executive Assistant provides and should provide exceptional customer service, in person, on the phone, and via electronic mail.

Physical Demands

Must be able to work in an office environment, often at a computer workstation for much of the working day. Must be able to move between buildings widely separated on a college campus. Must be able to lift small boxes and/or equipment up to 25lbs. Must have professional and pleasant phone voice.

Working Conditions

Due to seasonal activity, job duties may often require additional hours and availability outside normal working hours. May require flexibility to adjust work schedule from time to time to work early or later than regular schedule.

The office environment is fast-paced and sometimes stressful, due to seemingly regular interruptions because of numerous urgent and unexpected requests that requires multi-tasking.

Non-smoking building and environment.

Security Sensitive Yes
Special Instructions to Applicants

In order to be considered, all applicants must submit a writing sample (to be attached under ‘other document’). Preferably this writing sample should be that of a business process (or office procedure) that they have documented and/or mapped out.

Applicants invited for interviews may also be required to demonstrate their skills in Microsoft Word, Excel, PowerPoint and Outlook and in various communications skills, such as spelling, punctuation, grammar and syntax.

Quick Link for Posting http://jobs.rice.edu/postings/10745

Job Duties

Job Duty Name
Description of Job Duty

- Assist with Office of the Registrar functions, including specific project management, as assigned. Will coordinate ongoing updates and improvements to Office of the Registrar business process documentation (including the OTR wiki, handbook, user guide, monthly task schedules and annual production calendar.

- Coordinate and purchase all supplies and maintains an inventory of purchases.

- As needed, provide back-up support to other members of the Office of the Registrar team.

- Other duties as assigned by the University Registrar.

Percentage of Time 15
Job Duty Name
Description of Job Duty

- Coordinate the administrative support function for the Office of the Registrar, to include, but not limited to: processing mail, scheduling meetings and events, maintaining supply stock, processing staff expense reimbursements (Travel, Business Meeting and Entertainment Expense Summary Envelope), tracking all benefit time, processing invoices, submitting F&E work orders, maintaining files, employee information database management, B2 timesheet processing, Faculty Club expense reallocations, divisional telephone moves and changes, travel reservations, calendar resource management, and all student hire record maintenance.

- Serve as office Purchasing Card Administrator (Payment Solutions), monitoring the activity and administration of all purchasing cards. Will have primary responsibility for reviewing actual purchases and ensuring that the expenses are accurately allocated to the appropriate account codes within the BANNER accounting system.

- The Executive Assistant has lead coordination responsibilities for the content on the Office of the Registrar web pages. Is expected to regularly monitor and contribute toward development and editing of web site informational text and procedures to communicate policies/procedures to university community.

Percentage of Time 45
Job Duty Name
Description of Job Duty

- Manage registrar’s calendar. Handle highly confidential correspondence and information. Execute the broadest possible range of administrative activities as assigned by the University Registrar, including, but not limited to: preparation of reports; research and analysis; data gathering and/or formatting for benchmarking, preparation of misc. budget and financial reports, development of policies and procedures and support for projects assigned to the University Registrar by the senior university administration. Draft proposals and project documents.

- Assist the University Registrar with composition of letters, taking of minutes and/or dictation/notes; assist with the management of his/her respective schedule, including: planning/arranging events, meetings, plan and organize the calendar, travel and activities. Provide and supervise telephone and office coverage for the University Registrar. Assist with general electronic communication and announcements. Manage the flow of incoming e-mail correspondence to the office e-mail (registrar@rice.edu), corresponding with requestors of information, following issues through to resolution. Assist with preparation and planning of newsletters, schedules, calendars and meetings.

Percentage of Time 40

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. Writing Sample
  4. References/Recommendation Request
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 five years of progressively responsible administrative support experience? You may substitute up to two years of the required experience using college coursework on an equivalent year-for-year basis.
    • Yes
    • No
  3. * Why are you interested in working for Rice University?

    (Open Ended Question)

  4. * What specific skills do you have that relate to this particular job?

    (Open Ended Question)

  5. * What are your technical (computer) strengths and weaknesses?

    (Open Ended Question)