Staff Assistant, Rice Annual Fund

Posting Details

Position Information

Job Title Staff Assistant, Rice Annual Fund
Department Development
Full Time/Part Time Full-Time
Requisition Number S18094
Open Date 08/25/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 8:30 a.m. to 5:00 p.m.

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Staff Assistant is responsible for supporting the Rice Annual Fund class/program management team by:
- Collecting data and producing periodic progress reports;
- Planning and coordinating class management team meetings and conference calls;
- Managing the internet-based volunteer communication system;
- Developing content and/or updating content on website;
- Providing overall administrative support for the class/program management team;
- Facilitating travel and entertainment arrangements, as well as managing receipt reporting as needed;
- Processing call reports to attach into the alumni/donor database.

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

Experience may not be substituted for the education requirement.

Education Preferred

Associate’s degree or higher.

Experience Required 2 years
Type of Experience

Office experience supporting multiple team members with a variety of general administrative tasks.

Substitution for Experience Requirement

May substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement.

Experience Preferred

Project management, volunteer coordination

License/Certification Required
License/Certification Preferred
Skills Required

COMPUTER SKILLS: Strong working knowledge of personal computers is required, including moderate-level proficiency of all Microsoft Office modules with emphasis on Word, Excel, and Outlook; strong internet, web, and email skills; and experience working with databases.
COMMUNICATION SKILLS: Able to present him/herself professionally to external constituents at donor and volunteer events. Demonstration of exceptional verbal and written communication skills is required, including the ability to summarize fully and concisely, and edit as appropriate.
ORGANIZATIONAL SKILLS: Strong organizational skills within a multitasking environment.
PERSONAL TRAITS: Strong personal qualities of self-direction and self-motivation; strong people-oriented demeanor, maturity in judgment, creativity, and the ability to interact positively with widely diverse personalities. Must have the ability to maintain a high degree of confidentiality and integrity.

Skills Preferred

- MS Excel – formulas, filters, sorting and formatting;
- MS Word – mail merge, graphic layout, paragraph and outline formatting;
- Outlook – meeting agenda and minutes;
- Experience updating websites, particularly with Excatalyst or Dreamweaver;
- Experience with: Adobe Acrobat, FileMaker Pro, Millennium, Blackbaud CRM, and/or Concur.

Internal / External Contacts

INTERNAL: Frequent personal, written, email, and telephone contact with all levels of faculty and administration
EXTERNAL: Frequent personal, written, email and telephone contact with donors, alumni, parents and volunteers.

Physical Demands

Ability to work in front of a computer up to eight hours a day, ability to lift boxes up to 20 lbs.

Working Conditions

May be required to attend occasional evening functions. May be required to work extended hours to complete projects or meet a deadline, typically a few times a year.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting

Job Duties

Description of Job Duty

Provide overall administrative support for class/program management team, within the Rice Annual Fund, by:
- Composing and distributing periodic reports regarding progress on revenue and participation goals to Rice Annual Fund (RAF) team members, colleagues in the division, and volunteers where appropriate;
- Partnering with the Department Coordinator [RAF] to facilitate the operations of events within the university and ensure events and/or meetings run smoothly by securing space, composing agendas, selecting and ordering refreshments, recording and publishing meeting notes, preparing and copying materials, and providing appropriate supplies;
- Supporting class management officers who oversee Student Philanthropy, Senior Gift, Young Alumni, Grad Only, Parent, Reunion, and Class Giving programs with the following duties: gift processing, event coordination and communication, and volunteer management;
- Scheduling and confirming appointments with colleagues, volunteers, alumni or university faculty/staff;
- Coordinating travel planning in Concur; preparing travel packets with printed directions, hotel, car and airline reservation confirmations; assisting with visit arrangements including lunch reservations and driving directions;
- Registering for conferences or webinars and other duties as needed to support the CM/PM team;
- Preparing customizable information packets and preparing pledge cards for donor visits;
- Updating advancement system attributes, proposals and alerts; setting up call report templates, proof reading and distributing to development office upon completion;
- Partnering with research colleagues to implement the prospect review process: distribute information to class managers for their review in advance; take notes during prospect review discussions; update advancement system proposal information regarding solicitor, ask amounts and solicitation timing; and close advancement system proposals;
- Managing class management team files in shared drive; file reports and documentation in appropriate folders.
Provide general administrative support for the RAF team by:
- Anticipating needs of the team; identifying and working with the team to implement processes to work more efficiently;
- Monitoring and responding to RAF phone and email inquiries;
- Submitting donor updates to alumni records staff;
- Coordinating RAF solicitations and reports with others in the division;
- Assisting with RAF mailings.

Percentage of Time 65
Description of Job Duty

Contribute to special projects related to improving the efficiency of the RAF team as assigned by the Director, Rice Annual Fund – Class Management. Projects may be related to data reports, internal communication processes, or coordinating event and meeting logistics – among other items.

Percentage of Time 10
Description of Job Duty

- Administer and maintain the Online Volunteer System (OVS) by updating records and transmitting files on a daily basis; update volunteer information in advancement system to ensure correct information in OVS;
- Provide technical support for users;
- Update and/or create website content as needed;
- Assist with management of quarterly “volunteer toolbox” (e-newsletter) content including appropriate links to Rice and RAF websites; work with direct marketing team to distribute the e-newsletter through mass email program;
- Maintain Master Volunteer Spreadsheet through collection of data from Class/Program management team;
- Other duties as assigned.

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 office experience supporting multiple team members with a variety of general administrative tasks? Please note that you may substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement.
    • Yes
    • No
  3. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)