Staff Assistant

Posting Details

Position Information

Job Title Staff Assistant
Department Development
Full Time/Part Time Full-Time
Requisition Number S18312
Open Date 02/21/2018
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

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

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

This position, in the Development and Alumni Relations Division at Rice University, is under the direction of the Associate Director of Events. In this role, the individual provides project and administrative support for the Events team. The staff assistant assists with the preparation, coordination, and follow-up of event activities as well as pay invoices, updates the event database, and serves as the front-line contact person between the Events staff, Rice donors, other staff, and alumni.

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 1 year
Type of Experience

Experience in providing administrative support to multiple professionals.

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

Three or more years of related experience; accounting or budget management experience.

License/Certification Required
License/Certification Preferred
Skills Required

- Basic computer skills and demonstrated experience with office software and email applications.
- Ability to follow through and complete assigned tasks.
- Good organizational skills and attention to detail.
- Good verbal and written communication skills.
- Good customer service and interpersonal skills.
- Service oriented with positive and professional demeanor.
- Handle confidential and sensitive information in an appropriate and tactful manner.

Skills Preferred

- Proficient computer and software skills including Photoshop, MS Excel (formulas filters, sorts); MS Word (mail merge, graphic layout); FileMaker Pro (reporting and exporting data).

Internal / External Contacts

INTERNAL: University wide and at all levels of faculty, staff and students.

EXTERNAL: Alumni, donors, board members, community leaders and vendors.

Physical Demands

- Must be able to lift and carry 10 lbs.
- Must be able to walk to walk across campus or event sites.

Working Conditions

May have long periods using the computer of up to 8 hours a day.

Security Sensitive Yes
Special Instructions to Applicants

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

Quick Link for Posting

Job Duties

Job Duty Name Essential Functions
Description of Job Duty

- Event preparation, coordination, and follow-up, including tracking guest attendance at events, coordinating hotel rooms, requesting work orders, coordinating transportation, ordering name tags and gifts, assembling, ordering, and proofing invitations, maintaining guest lists, coordinating post-event surveys, etc.
- Prepares invoices for payment, tracks expenditures (budget to actual), updates expenses in event database and runs monthly reports.
- Coordinates meetings, answers incoming calls, sorts mail, maintains event calendars, coordinates monthly schedule for events team.
- Other duties as assigned.

Percentage of Time 100

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 one year of experience providing administrative support to multiple professionals, or 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)