The Staff Assistant provides overall administrative support for a group of individual gift major fundraisers on the Major Gifts Team at Rice University. Typical duties include managing calendars, collecting data and producing periodic reports, assisting with data entry, arranging for travel and business meetings, and managing expense reports.
The ideal candidate is comfortable working in a fast-paced environment managing multiple tasks and providing office administration support for multiple professionals. He/she should also have demonstrated strong verbal and written communication skills as well as attention to detail, especially regarding data management.
Essential Functions
Greets visitors and routes them to appropriate individuals, answers phones, and serves as a resource on procedures and general inquiries
Distributes routine communications such as memos, notices, emails, and letters
Assists with data entry as well as management and maintenance of electronic documents
Collects data and produces periodic reports, and spreadsheets
Makes copies, and monitors and orders office supplies
Tracks facility and office equipment, such as keys, vehicles, and projectors, via logs, and schedules repairs as needed
Reviews invoices for accuracy and initiates purchase requisitions
Arranges meetings and assists with routine conferences including scheduling rooms, managing equipment, ordering meals and assembling materials
Makes travel arrangements and initiates/monitors expense reporting
Creates and maintains files and filing systems
Performs other duties as assigned
Additional Functions/Information
Manages calendars and pays invoices for multiple professional staff members, which may require contact with external audiences
Processes call reports for the alumni/donor database
Maintains computerized files and mailing lists for the office
Has frequent contact with division staff and other university offices
Open office environment
Many hours spent in front of a computer
Required Qualifications
HS Diploma or equivalent
One year of related office experience in providing administrative support to multiple professionals
Skills Required
Basic computer skills and demonstrated experience with office software and email applications
Proficiency in Microsoft Office Suite
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
Substitutions
No substitutions for education or experience allowed.
Preferred Qualifications
Education and Experience
Associate's degree or higher
Experience in non-profit/higher-education settings
Two or more years of related experience
Experience with Blackbaud CRM or other advancement system
Experience in a PC Windows environment
Skills
Additional computer skills:
Strong web and email skills, able to adapt to different software applications
Familiarity with ERP systems (Oracle, Workday, etc.)
Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits
Rice Mission and Values: Mission and Values | Rice University
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.
About Us
Boasting a 300-acre tree-lined campus in Houston, Rice University is ranked among the nation's top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.
