Office Administrator/Executive Assistant (Finance)

Special Instructions to Applicants: All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues

About Rice:

Boasting a 300-acre tree-lined campus in Houston, Texas, 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.

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice's culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name - RICE - Responsibility, Integrity, Community and Excellence.

Position Summary:

The Rice University Wiess School of Natural Sciences (SoNS) is seeking an experienced Office Administrator/Executive Assistant to provide administrative support to the Office of the Dean and to serve as the Executive Assistant to the Dean. This key role enables the Dean to manage their time effectively and efficiently in pursuit of the school's broad goals and objectives. The Office Administrator/Executive Assistant will engage with a wide range of stakeholders on behalf of the Dean, including department Chairs, university administrators, faculty, staff, students, alumni, and community partners.

Responsibilities include overseeing the daily operations of the Dean's office, managing the Dean's schedule and calendar, coordinating communications and record-keeping, preparing memos and letters, and supporting constituent engagement events. This position reports directly to the Assistant Dean of Business Operations/Chief of Staff and works closely with the SoNS Leadership Team to support strategic initiatives, projects, and events.

Ideal Candidate Statement :

The ideal candidate will possess exceptional organizational skills, strong attention to detail, and a high degree of professionalism and discretion, with proven experience in executive assistance. Experience in a university setting is desired. Strong time management skills and relationship-building abilities, along with excellent written and verbal communication skills, are essential as this position is often the first point of contact in the Dean's Office. The successful candidate will be proficient in drafting, editing, and executing communication briefs, presentations, and reports across various digital platforms. We are looking for a highly motivated individual who can thrive in a fast-paced, creative environment while managing multiple tasks and deadlines.

This position requires the ability to work independently and exercise sound judgment and discretion in matters of significance on behalf of the Dean. The ideal candidate will demonstrate the professionalism, efficiency, and attention to detail that reflect the values of Rice University School of Natural Sciences.

Workplace Requirements:

This position is exclusively on-site, necessitating all duties to be performed in person at the Wiess School of Natural Sciences Dean's Office, Monday through Friday, from 8:00 a.m. to 5:00 p.m. Occasional evenings and weekends may be required. Per Rice policy 440 , work arrangements may be subject to change.

Hiring Range: $63,100 - $65,000

*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements:

• Bachelor's Degree
  • In lieu of the education/experience requirement, additional related education and/or experience, above and beyond what is required, may be substituted on an equivalent year-for-year basis
• 2+ years of experience in an executive assistant role
  • 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

Skills:

• Excellent verbal and written communication skills, including editing and proofreading
• Excellent planning and organizational skills
• Time management and task prioritization
• Project management and task flow
• Demonstrated ability to handle sensitive issues and maintain confidentiality
• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
• Contextual understanding of the executive's role within the university framework
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact
• Ability to multi-task, adapt to changing priorities, and meet deadlines
• Advanced computer skills and demonstrated experience with office software and email applications

Preferences:

• 4+ years of experience in an EA role

Essential Functions:

• Provides diverse administrative and project-related support directly to the Dean
• Oversee the Dean's schedule and calendar, coordinate communications, and support constituent engagement events
• Responsible for database upkeep for several Dean's initiatives
• Manage the day-to-day operations of the Dean's Office, including, but not limited to, all procurement functions, inventory and supply management, student worker oversight, equipment and lease maintenance, and vendor relations
• Provide administrative support for meetings, events, and strategic projects, including the set-up and breakdown of events
• Develop itineraries, agendas, and meeting minutes for the Dean and Dean's Office Leadership team, as needed Responsible for ensuring meeting scheduling and set-up are complete, including the use of meeting presentation equipment (e.g., computer, Zoom, etc.)
• Coordinate travel plans and travel itineraries for the Dean and Dean's Office Leadership team, as needed
• Responsible for managing and prioritizing a wide range of projects and timelines, including oversight of External Program Reviews
• Serve as the Dean's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Dean informed of all matters requiring his attention
• Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained
• Performs all other duties as assigned

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

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Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please contact Rice University's Disability Resource Center at 713-348-5841 or adarice@rice.edu for support.

If you have any additional questions, please email us at jobs@rice.edu . Thank you for your interest in employment with Rice University.