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Assistant to the Associate Deans

Posting Details

Position Information

Job Title Assistant to the Associate Deans
Department Jones Graduate School of Business
Full Time/Part Time Full-Time
Requisition Number S18108
Open Date 09/12/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

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

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Assistant to the Associate Deans provides administrative support to the Associate Dean of Degree Programs and Senior Associate Dean of Degree Programs of Academic Affairs, and provides backup support to the Dean and Deputy Dean as needed. The Assistant provides all administrative support to the Degree Programs as related to the Deans; process all Concur travel and expense reports; manage calendars and schedule appointments and meetings; assists on all special projects; and manage files, meeting preparation and deliverables. The Assistant to the Associate Deans works as a team member in the general administrative duties associated with running the Dean’s Suite, including, but not limited to: greeting guests, filing, copying, purging records, answering the phone, providing back-up as needed, and completing other duties as assigned.

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

Administrative experience, to include three years of advanced administrative assistant and/or executive assistant duties.

Substitution for Experience Requirement

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

Experience Preferred

- Seven years administrative experience.
- Experience in a similar position in a university or college setting.
- Experience in executive office setting.

License/Certification Required

Not specified

License/Certification Preferred

Not specified

Skills Required

- High degree of confidentiality and discretion.
- Excellent interpersonal skills, both in person and over the phone; must be able to interact positively and calmly with a diverse group of people even in times of high activity and stress.
- Excellent organizational skills and attention to detail with a high level of accuracy. Ability to prioritize and manage a diverse group of activities on a daily basis despite multiple interruptions and handle multiple tasks simultaneously. Ability to problem solve and think through given situations to their logical end when needed. Ability to recognize, prepare for, and meet deadlines without supervision.
- Ability to meet deadlines without supervision; utilize good judgment in decision-making; project a professional image and maintain perception of professionalism to both colleagues and outside parties; maintain calm under pressure.
- Good communication skills, both oral and written, including the ability to independently compose correspondence in a number of formats (e-mail, letters, and memoranda).
- Ability to work collaboratively with other members of the Dean’s Suite; willingness to tackle projects no matter how small or large.
- Strong ability to create and edit presentations and documents.
- Excellent proofreader and writer.
- Excellent Microsoft Office knowledge.
- Create charts and tables from data when provided with little oversight.
- Professional and mature demeanor.
- Willingness to undertake new projects, work with minimal supervision and be a team player.
- Ability to juggle multiple tasks efficiently and coordinate multiple schedules.
- Maintain the confidence of the team by being straightforward and honest in all dealings.

Skills Preferred

Not specified

Internal / External Contacts

Diverse population of visitors to the Dean’s Suite ranging from students to corporate CEOs. In person, written and phone contact with students, staff and faculty. Outside contacts include: vendors, consulates, potential students and other university and corporate contacts.

Physical Demands

Office demands: moving boxes (under 20 lbs), filling copier paper, stocking supplies.

Working Conditions

Academic administrative office.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting http://jobs.rice.edu/postings/11756

Job Duties

Job Duty Name Dean's Suite Team
Description of Job Duty

Work as a team member in the general administrative duties associated with running the Dean’s Suite, including but not limited to:
- Greeting guests, ranging from students to corporate CEOs or international VIPs.
- Coordinating with Assistant to the Dean to cover office and phones for lunch, meetings, out of office appointments and benefit days.
- Participating as a volunteer in Investiture.
- Other duties as assigned.

Percentage of Time 5
Job Duty Name Assistant to the Associate Deans
Description of Job Duty

- Maintain heavy appointment calendars, including arranging multiple meetings and appointments with internal faculty, staff and students; meetings of Associate Deans’ department directors; campus committees; and local and out of town meetings of committees and organizations, etc.
- Minimize low priority activities and set aside time buffers to maximize Associate Deans’
day-to-day scheduled time most effectively. Use independent judgment for scheduling when Deans are not available. Recognize any highly potential ethical concerns. Responsible for the Deans’
daily schedules which includes compiling necessary meeting materials and other relative information needed by the Deans for their meeting appointments. Use independent judgment for changes when necessary and keep the Deans advised of these changes. Screen all calls and requests for information and handle those not requiring the Deans’ personal attention.
- Assist with coordination of events for the Deans in conjunction with internal events staff. Events include lunch meetings, conferences, and department gatherings. Maintain files on various repetitive functions. Insure that all deadlines are met.
- Manage the preparation, processing and reconciliation of all the travel, entertainment and business meeting expenses for the Deans. Maintain the Deans’ files by purging, archiving or redistributing materials in a timely and consistent manner.
- Coordinate the ground travel for the Deans on their international trips and some national trips;
prepare itineraries for appointments, meetings, dinners, etc. during these trips.
- Manage correspondence, a great deal of which is confidential in nature, paying attention to detail, accuracy and discretion. Draft and edit correspondence for the Associate Deans.
- Maintain follow up for completion of projects and expedite completion with individuals when necessary.

Percentage of Time 95

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 five years of administrative experience, which includes three years of advanced administrative assistant and/or executive assistant duties? Please note you may substitute up to two years of the required office experience using college coursework on an equivalent year-for-year basis.
    • Yes
    • No
  3. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)