Job Description
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.
Position Summary The Office Manager/ Executive Assistant in the School of Social Sciences Dean's Office is responsible for managing the day-to-day operations of the Dean's Office, implementing plans, processes and procedures to ensure effective and efficient functionality to support the success of strategic priorities. This position also provides executive support to the dean, including managing the dean's calendar, organizing meetings and travel arrangements, assisting with expense reports, gathering data for reports, and assisting with projects. In addition, the position assists with development and serves as the front-line contact for the office.
The ideal candidate has excellent organizational skills, attention to detail, and experience working in a university setting.
Workplace Requirements:
Hybrid position: After a probationary period, this position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration. The department currently allows 1-2 remote days per week after the probationary period. Per Rice policy 440 , work arrangements may be subject to change.
Proposed Hiring Range: $56,000 - $60,000
Minimum Requirements:
Education & Experience:
- Bachelor's Degree
- 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.
- Two+ years in a similar administrative role
Skills:
- Ability to prioritize work and multi-task
- Ability to establish and manage priorities and handle numerous time-sensitive projects with conflicting and varied deadlines
- Excellent planning and organizational skills
- Ability to take initiative and ownership of projects
- Ability to exercise sound judgment in making decisions
- Strong subject matter knowledge
- Excellent interpersonal, verbal, and written communication skills
- 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 Dean's role within the university framework
- Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
- Demonstrated creativity, problem-solving, critical analysis, initiative, judgment, and decision-making skills
Preferences
- Rice University work experience or experience in any higher education environment is strongly desired
- Experience working as an executive assistant or providing support for a high-level executive
- Experience managing complex calendars
- Experience working with Rice IO or Oracle Cloud ERP and HCM Systems
Essential Functions
- Leads the planning and operations for a function or program that may have significant business, regulatory and technical challenges requiring subject matter expertise
- Manages Supplies & Expenses budget and facilities functions
- Assists in the management and coordination of on-boarding new employees
- Organizes, manages, and completes special projects
- Collects and analyzes data, creates reports, reviews and explains trends; formulates and evaluates alternative solutions and recommendations to achieve the goals of the program or function
- Analyzes and interprets polices; develops revises, and implements procedures
- Plans and implements outreach activities that may include communications, events, training, conferences and fundraising
- Performs all other duties as assigned
Additional Functions
- Coordinates the dean's activities, including management of a complex calendar, travel arrangements, and associated logistics, expense reports
- Independently commits the dean's time to those requesting access to them based on an in-depth understanding of the dean's priorities and needs and their role within the university framework
- Independently prioritizes, plans, coordinates, and oversees logistics for meetings with individuals and entities internal and external to the university
- Serves as the liaison to various internal and external constituencies, including the Social Sciences Advisory Board
- Composes correspondence (including letters to donors); develops, reviews, and edits presentations and documentation; independently researches and analyzes associated issues and or compiles materials needed for presentation and/or decision-making purposes
- Manages multiple projects; anticipates and tracks critical dates, events, and organizational issues for the dean; follows up with appropriate parties to ensure deadlines are met
- Assists with development related administrative tasks in OwlConnect, including creating monthly gift reports
- Manages the Social Sciences Advisory Board meetings and assists with School events
- Manages external department reviews for the school
- Assists will faculty affairs, including collecting annual evaluation reports
- Manages procurement for the Dean's office, including ordering supplies and managing expenses
Rice University HR | Benefits
Rice Mission and Values
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.
Job Tags
Work experience placement, 2 days per week, 1 day per week,