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Faculty Assistant

Posting Details

Position Information

Job Title Faculty Assistant
Department Jones Graduate School of Business
Full Time/Part Time Full-Time
Requisition Number S18211
Open Date 12/04/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

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

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Faculty Assistant provides administrative and clerical support for assigned faculty for their research, teaching and service needs. This position will serve as the liaison between designated faculty and the students, and other department offices as

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

Experience Required 2 years
Type of Experience

Clerical or other related office experience.

Substitution for Experience Requirement

Education may not be substituted for the experience requirement.

Experience Preferred

Five years clerical or two years university experience.

License/Certification Required

Not specified.

License/Certification Preferred
Skills Required

- Must have strong PC skills, including Microsoft Office applications (Word, Outlook, Excel and PowerPoint). The experience should include: macro queries, mail merge, and creation of charts and reports.
- Ability to make decisions independently and work with minimal supervision.
- Work collaboratively with a diverse group of faculty, staff and students.
- Good communication skills, both oral and written, including the ability to independently compose correspondence.
- Ability to maintain a positive and helpful attitude.
- Must be able to prioritize multiple tasks from multiple faculty members, be detail oriented, and able to work in an open office environment.

Skills Preferred
Internal / External Contacts

This person will have visibility as one of the first people seen by visitors to the faculty suite. She/he must have a pleasant personality and cooperative attitude. Will have contact with Rice faculty and many departments to assist faculty with appointments and schedules.

To assist faculty, will have occasional telephone contact from outside of Rice including students, corporate executives and their representatives, faculty or staff from other universities, and vendors representatives.

Physical Demands

Must be able to handle large volumes of reproduced paperwork , move boxes and mail and stock supplies when necessary (no more than 20 lbs.). Must be able to move about the building and, as needed, across campus.

Working Conditions

Often hectic environment during busy periods. Must be able to work in heavy traffic, open environment.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting

Job Duties

Description of Job Duty

Responsible for the day-to-day assistance of assigned JGS faculty in their teaching, research and service endeavors.

Teaching Support:
- Assist designated faculty in preparation of teaching courses for 4 MBA programs and
one Undergraduate program, with possible support of PhD coursework.
- At faculty members’ direction, prepare course material: requesting copyright permission for use of articles and cases; typing, photocopying, scanning or uploading to OWL Space documents such as syllabi, coursepack modules; exams and quizzes, handouts, slides, class schedules or assignment dates; print, having received via email, fax, or download from OWL Space, student assignments and exams; enter grades, including class participation and attendance to spreadsheets/OWL Space; order articles and textbooks; maintenance of Gradebook & uploading resources.
- Assist with the gathering and/or dispersal of graduate student information for faculty.

Research Support:
- In accordance with specific instructions, responsible for creating spreadsheets to support faculty research and teaching.
- Research guidelines for specific journals and format submissions accordingly.
- Collect edits from co-authors and journal editors, and make changes to articles for publication or textbooks in process.
- Supplement JGS research assistants by sourcing publications and articles as requested, either via Internet sites or Fondren Library.
- Type, assemble, distribute, and code results for questionnaires used in research.

Service Support:
- As needed, assist faculty members who are editors of journals in the correspondence to authors or reviewers; tracking of deadlines on publication submissions and communication with the journal staff.
- As needed, assist faculty members who are on university or school committees with meeting preparation including itinerary, copying, meeting scheduling, food ordering and room reservations.

General Support:
- As needed, coordinate campus visits of faculty guests, faculty candidates and seminar speakers, which includes arranging hotel accommodations, transportation between airport and hotel, classroom reservations, A/V accommodations and seminar lunches. Also create the itinerary for meetings/interviews with relevant faculty members.
- Responsible for gathering and collating all travel and business expenses for faculty members, visiting speakers, candidates or classroom speakers, preparing TV envelopes and following up with faculty regarding any problems.
- As needed, receive and process approximately 150-250 applications for faculty candidates during faculty recruiting periods. Send out invitation letters, informative brochures about JGS and Houston area. Manage and maintain their confidential files. Maintain records in an excel spreadsheet.
- Assist with the on-boarding process of any newly assigned faculty member.
- Effectively answer all questions posed by faculty members, students, staff and visitors in a courteous professional manner.

Percentage of Time 95
Description of Job Duty

- Attend quarterly staff meetings.
- Volunteer for Investiture ceremony.
- Other duties as assigned.

Percentage of Time 5

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 or more years of clerical or other related office experience?
    • Yes
    • No
  3. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)