Job description
The Staff Assistant will support departmental operations by assisting the Sr. Department Administrator, Accounting Assistant III and faculty with daily job
responsibilities. Assistance to the Sr. Department Administrator includes routing research proposals, setting up research files, performing data entry, distributing month end reports and filing.
Assistance provided to the Accounting Assistant III includes posting account charges, conducting property accounting audits and maintaining inventory lists of equipment, creating vendor and credit
card files, receiving stamping and pulling files for invoices. Assists faculty with course preparation.
This position serves as department receptionist, interacting courteously and tactfully with a diverse clientele. He/she must have excellent telephone etiquette,
speaking enthusiastically and warmly, and must have the ability to work with many personalities and be a team player.
Serves as a representative of the University, displaying courtesy, tact, consideration and discretion in all interactions with other members of the Rice community and with the public.
Job Duties
- Assists accounting assistant by posting account charges, conducting property accounting audits, maintaining equipment inventory lists, creating files, processing invoices, and filing.
- Assists Sr. Department Administrator by setting up files, entering data into the research shadow system, distributing reports, circulating proposals and filing.
- Maintains and updates databases for undergraduate majors, budget and research shadow systems.
- Assists in all aspects of department administrative operations. Answers the phone, greets visitors, distributes mail, orders office supplies, maintains inventory, keeps file and supply rooms
organized, maintains calendars and bulletin boards and completes business errands throughout campus. Assists with outgoing mailings, maintains the package log, and operates and assist with usage of
the photocopier, fax machine, and other office machines.
- Provides coursework assistance by reserving classrooms, ordering textbooks and distributing class rosters.
- Assists faculty by preparing exams and homework sets, distributing take-home exams, grading multiple choice problems and distributing exams to class.
- Advertises and processes employment hiring paperwork for graders, processes time sheets and enters student payroll into department shadow system.
- Assists with other departmental duties as designated by the Sr. Department Administrator which may include providing backup support for office support staff.
Education Required
- HS Diploma or equivalent
- Experience may not be substituted for the education requirement.
Education Preferred
- Associate's degree or higher.
Experience Required
- 2 years
- Office experience.
- Education may not be substituted for the experience requirement.
Experience Preferred
- Three or more years of office experience.
- Experience working in a college or university.
- Experience providing administrative support in an academic department.
Other Skills Required
- Excellent interpersonal, oral, and written communication skills; basic accounting skills; detail-oriented; ability to work with frequent interruptions.
- Professional and pleasant demeanor and ability to work well with other people. Must be a team player who displays a positive attitude and a high level of integrity.
- Experience with Microsoft Word and Excel, e-mail, spreadsheets, and the Internet.
Other Skills Preferred
- Experience in FileMaker Pro or other database.
Physical Demands
- Traveling to other departments/buildings on campus.
Rice University
Rice's small size allows personal interaction between students and professors, while our eminent faculty foster the intellectual excitement of a major research
university. At Rice, undergraduates at all levels participate in cutting-edge research with world-class faculty in the humanities, social sciences, engineering and natural sciences. Premier
architecture and music professors enhance classroom experiences with their exceptional talent and artistry. A Rice education offers personal involvement and excellence in programs that prepare
graduates for a changing world.