The administrative assistant II reports to the executive administrator and coordinates a wide range of administrative and clerical responsibilities in support of the Department of Bioengineering at Rice University. Duties include, but are not limited to, supporting finance and events staff in various administrative and clerical capacities, coordinating departmental activities, processing department travel and supply expenses, space inventory and updates, preparing expense reports and encumbrance reviews, and helping investigate department past due invoices.
We are seeking candidates who have demonstrated ability to lead and/or work collaboratively in teams comprised of individuals of diverse backgrounds, skills, and perspectives. We seek greater representation of women, minorities, people with disabilities, and veterans in disciplines in which they have historically been underrepresented; to attract international students from a wider range of countries and backgrounds; to accelerate progress in building a faculty and staff who are diverse in background and thought; and we support an inclusive environment that fosters interaction and understanding within our diverse community.
The George R. Brown School of Engineering ranks among the top 20 of undergraduate engineering programs (US News & World Report) and is strongly committed to nurturing the aspirations of faculty, staff and students in an inclusive environment. Rice University is an Equal Opportunity Employer with commitment to diversity at all levels and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.
Essential Functions
Generates routine communications; coordinates production (formatting, copying, etc.) and distribution of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays
Plans and schedules calendar(s), resolves calendaring conflicts, and arranges travel
Processes and monitors financial transactions, including resolution of discrepancies
Schedules, organizes, and operates conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors
Maintains office supplies and equipment; obtains vendor quotes, as needed
Coordinates office moves
Serves as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); reports any incidents or potential safety problems to appropriate representatives
Maintains and updates approved web content
Performs human resources transactional support, e.g. time cards, I9's, and / or faculty affairs support
Performs other duties as assigned
Additional Functions / Information
Responsible for BIOE administrative suite logistics, including front desk office coordination and general administrative support
Assists with BIOE departmental logistics including, submittal and follow-up on work orders for maintenance issues, conference room audio/visual maintenance, telecommunications requests, tracking of space inventory and updates, and maintaining up-to-date inventory of all BIOE designated space
Assists with faculty recruiting and academic program activities
Assists with purchasing card expense reports
Assists with monitoring fund open encumbrances and contacting vendors to request any missing invoices and closing encumbrances upon payment completion
Assists with review and investigate department past due invoices
Required Qualifications
HS Diploma
Three years of related experience providing administrative support
Skills Required
Proficient computer skills and demonstrated experience with office software and email applications
Demonstrated success in follow-through and completing routine tasks
Advanced organizational skills and attention to detail
Advanced verbal and written communication skills
Excellent customer service and interpersonal skills
Ability to prioritize and multi-task
Substitutions
In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year for year basis may be substituted
In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year for year basis may be substituted
Preferred Qualifications
Bachelor's degree
Experience
Experience at Rice University or other academic setting
