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Policy Assistant to the Director

Posting Details

Position Information

Job Title Policy Assistant to the Director
Department Baker Institute
Full Time/Part Time Full-Time
Requisition Number S18316
Open Date 03/01/2018
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 9 a.m. to 5 p.m. Occasional work during evenings or weekends may be required.

Benefits Eligible Yes
Eligible for Overtime No
Position Summary

The Policy Assistant to the Director will provide direct substantive support to the Director on speech writing, research projects, events, publications, correspondence and travel.

Duties to include, but are not limited to, conducting substantive research, drafting speeches, presentations and briefings; coordinating the Director’s substantive interaction with Institute fellows, scholars, and faculty; serving as a point of liaison with the Houston community and outside organizations; and, as appropriate, accompanying and providing support to the Director at meetings, workshops, and conferences, both at Rice University, locally, nationally, and internationally. The position will also coordinate, in conjunction with the Director’s Executive Assistant, all administrative details for the Director when traveling and supervise student interns working on non-administrative tasks for the Director.

Education Required Bachelor's Degree
Concentration / Degree Type
Substitution for Education Requirement

Experience may not be substituted for the education requirement.

Education Preferred

Masters degree relevant to foreign or domestic public policy.

Experience Required 2 years
Type of Experience

Experience in a similar or related role.

Substitution for Experience Requirement

Education may not be substituted for the experience requirement.

Experience Preferred

Experience working in a time sensitive and deadline driven team environment.

License/Certification Required
License/Certification Preferred
Skills Required

- Advanced organizational skills with attention to detail, multi-tasking, problem solving, creativity, prioritization, and managing tight deadlines.

- Superior command of written and spoken English with strong writing and proofreading skills.

- Familiarity with protocol requirements for domestic and international dignitaries, strong social and oral communication skills, including the ability to interact comfortably with dignitaries, VIPs, peers, and colleagues.

Skills Preferred

- Proficient in a foreign language or multilingual.

- Proficient in both MAC and PC computer environments.

Internal / External Contacts

Coordinately closely with the Director’s executive assistant as well as the staff and fellows of the institute. The individual will have consistent contact with institute guests and visitors to the Director’s office.

Physical Demands

Extended periods of time in front of a computer may be required.

Working Conditions

Standard office environment. Work may extend into many evenings and weekends. Some domestic and foreign travel will be required as assigned by the Director.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting

Job Duties

Job Duty Name Substantive Management Support
Description of Job Duty

- Collaborate closely with the Director’s Executive Assistant to Ensure substantive information flow to and from the Director’s office.
- Assist the Director by helping to coordinate communications of a policy nature with senior institute staff and fellows, as well as leaders in the university, community, business, government, and non-profit sectors.
- The individual will track, analyze and respond to inquiries, suggestions, and requests of a policy nature (as assigned).
- The individual will make certain that all essential information reaches the Director in a timely manner to maximize options for action on policy priorities.
- Act as the Director’s representative to constituents as assigned.
- The individual will supervise student interns working on policy and archival projects.
- Track, monitor, and follow the progress of projects, action items, and strategies that emanate from the Director’s office with close attention to deadlines.
- The individual will take notes at meetings, observe, and follow up on the Director’s instructions.
- Work with staff and fellows to confirm accuracy and coordination for all the Director’s policy-related activities.
- Assist with the Director’s travel as assigned.

Percentage of Time 40
Job Duty Name Public Policy
Description of Job Duty

- Provide policy planning and analysis to the Director.
- The individual will work closely with fellows and staff to ensure that the written publications and digital content are accurate for content and appropriate in style, including Development letters and memos.
- The individual will write analytical memos as assigned and on his or her own initiative to keep the Director informed about (a) external events relevant to the Director’s public and research work and (b) internal issues relevant for the Director’s daily activities dealing with substantive needs of the Institute.
- The individual will follow major news or internal policy items of interest to the Director and provide updated information as appropriate.
- Anticipate the policy, research, and logistical needs of the Director.
- The individual will coordinate with the Director’s Executive Assistant, as well as the Institute’s administrative, events, and research personnel, to ensure that preparations for the Director’s public appearances, policy products, and travel/meeting arrangements are met.
- The individual will handle the advance preparations needed for the Director’s public policy activities in tandem with the Director’s Executive Assistant.
- Research and prepare speeches, presentations, talking points, and articles.
- Draft written materials for the Director when specifically requested for internal Institute programs for the Director’s participation in their activities and events.
- Review all letters for the Director’s signature for substantive content in close consultation with the Institute’s fellows and program staff, when the letters involve programs’ activities and events.
- The individual will be fully briefed on the Director’s files which will be made readily accessible to for research purposes.

Percentage of Time 60

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. Writing Sample
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a bachelor's degree?
    • Yes
    • No
  2. * Do you have two or more years in a similar or related role?
    • Yes
    • No