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Executive Assistant

Posting Details

Position Information

Job Title Executive Assistant
Department Human Resources
Full Time/Part Time Full-Time
Requisition Number S18241
Open Date 12/22/2017
Close Date
Salary Information

$15.10 – $19.00/hour

Work Schedule

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

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Executive Assistant provides executive support to the Associate Vice President (AVP) for Human Resources and supports the general administrative needs of the department.

Executive support to the Associate Vice President for Human Resources includes managing calendars, coordinating meetings, maintaining files, preparing reports, and assisting with special projects. The Executive Assistant is responsible for the quarterly development mailing and monitoring the receipt of all materials for the Compliance Committee of the Board of Trustees. The Executive Assistant provides financial support to the AVP, Directors, and other HR staff in the timely processing of invoices, Concur expense reports, and check requests, etc. In addition, the Executive Assistant provides general administrative support to the department including ordering and inventory of all office supplies, distributing office communications, coordinating the repair and maintenance of equipment, reserving conference space, ordering food and oversees events, resolving issues, serving as the department’s administrative liaison with various university groups and providing support to the HR directors as needed. The Executive Assistant will be the liaison to the building management, and may update department website.

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 3 years
Type of Experience

Experience providing administrative support which includes at least two years of experience supporting a director or executive level position.

Substitution for Experience Requirement

May substitute additional related education, above and beyond the requirement, on an equivalent year for year basis for up to two years of the required experience.

Experience Preferred

Three years of experience providing administrative support to an executive.

License/Certification Required
License/Certification Preferred
Skills Required

- Expert usage and knowledge of Microsoft Word and Excel, database software, e-mail programs, scheduling software, internet browsers, and web software.

- Self-disciplined and self-initiating person with sufficient experience to develop procedures and establish schedules that get work done in most efficient manner and in accord with office requirements.

- Good oral, written and listening communication skills with ability to welcome and assist the members of the Rice community and communicate well with a diverse group of people.

- Absolute discretion with regard to all matters, which often include confidential reports and information.

- Ability to work well under pressure.

- Good time management and organizational skills.

Skills Preferred

- Aptitude and/or experience to prepare and load material onto websites.

Internal / External Contacts

This person will interact with Rice faculty, administrators, staff, service providers and vendors, members of the Texas Medical Center, and other Houston institutions and institutions of higher education.

Physical Demands

- Ability to lift and/or move boxes weighing up to 25 pounds.

- Ability to climb stepladder and access various styles of filing cabinets and storage areas.

- Ability to move about campus to attend meetings or to deliver / pickup packages.

Working Conditions

Additional hours will be required on occasion to complete project work and work during peak times.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting

Job Duties

Description of Job Duty

Provides financial and budgetary support for departmental financial activities of the AVP, Directors and other HR staff.

- Performs all departmental financial activities for AVP, Directors and other HR staff including but not limited to approving invoices, prepare/approve Concur expense reports, check requests, purchase orders, travel/entertainment form completion, interdepartmental transfers, etc. Is responsible for accurate and timely processing.
- Maintains current knowledge of university policies and procedures governing financial transactions and communicate them to all members of the department.
- Serves as backup for budget process and maintenance.
- Maintains appropriate inventory of office supplies, including purchasing as necessary, and maintaining a neat and organized stock of supplies for HR staff members.

Percentage of Time 30
Description of Job Duty

Provides general administrative support to the department including office communications, equipment repair and maintenance, administrative procedures and issue resolution and administrative support to HR directors and department as needed.

- Schedules meetings and conferences; plans events, orders food, and coordinates with caterers.
- Coordinates communication within the department including timely distribution of mail and important announcements regarding intra-office processes, procedures, and events.
- Serves as contact for outside vendors including office equipment, service contractors, office supplies, couriers, and mail carriers. Tracks inventory of all office equipment and furniture. Coordinates equipment repair and maintenance, and ensures that vendors work is complete and satisfactory.
- Represents the Human Resources office at all training and procedural discussions concerning office administration (controller’s office, cashier, information technology, administrative systems, facilities engineering and planning, etc.); serves as the internal expert and all around problem solver in these areas.
- Provides administrative assistance to HR directors on an ongoing basis as specified by the AVP. Supports broader building operations in the Cambridge Office Building (COB).
- Responsible for maintaining a professional level of total confidentiality and practice appropriate discretion for the situation or circumstance. Confidential information may not be made available to unauthorized individuals within or outside Rice University for any reason and violations of these expectations is grounds for immediate termination. (Staff members in the Human Resource Department have access to (a) confidential information contained in our central paper files and in the HR information system (HRIS); (b) confidential information gathered through direct contact with other members of the Rice community, and © confidential information gathered from conversations with co-workers.)
- Maintains the professional appearance of the Human Resources overall office space.
- Delivers documents across campus.
- Performs other duties as assigned.

Percentage of Time 20
Description of Job Duty

Provides executive support to the Associate Vice President (AVP) for Human Resources including managing calendars, coordinating meetings, maintaining files, typing memos and other documents, preparing reports and assisting with special projects.

- Manages the AVP’s calendar, including scheduling of appointments and meetings. This schedule is often in flux and revisions occur often.
- Screens incoming phone calls and mail, routing to correct HR staff and documenting calls.
- Maintains all AVP’s confidential and business files, including regular filing and retrieval of information.
- Keeps pending files for AVP and follows up on items due from Directors, including monthly reports, and other pending items.
- Types AVP’s correspondence, including confidential documents; prepares spreadsheets, organizational charts, mail-outs, and labels as needed.
- Coordinates Human Resources staff meetings.
- Staffs HR leadership team meetings; keeps minutes, researches topics, and follows-up on to do lists for AVP and Directors.
- Assists AVP for HR with special projects and research.

Percentage of Time 50

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 three years of experience providing administrative support, which includes at least two years of experience supporting a director or executive level position, or additional related education, above and beyond the requirement, on an equivalent year for year basis for up to two years of the required experience?
    • Yes
    • No
  3. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)