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Administrative Assistant

Administrative Assistant

Rice UniversityHouston, TX, US
6 days ago
Job type
  • Full-time
Job description

Administrative Assistant

Reporting to the Business Operations Manager, the Administrative Assistant for the Rice University Police Department plays a key role in providing essential administrative and operational support to the Identification, Access Control, and Parking Enforcement offices. The ideal candidate is a self-starter with exceptional communication and organizational skills, capable of handling a variety of tasks to ensure the smooth operation of these critical units.

Workplace Requirements : On campus position : This position is exclusively on-site, necessitating all duties to be performed in-person at the Rice University Police Department during regular weekdays eight hours per day. Per Rice policy 440, work arrangements may be subject to change.

Hourly Rate : $20 / hr. ($41,600 annually)

Non-Exempt (hourly) positions under FLSA are eligible for overtime.

Minimum Requirements :

  • High School Diploma or equivalent.
  • 2+ years' experience in administrative and / or business operations. In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis.

Skills :

  • Proficient skill with Microsoft Office suite, especially Excel
  • Demonstrated success in follow-through and completing routine tasks
  • Advanced planning and organizational skills, attention to detail
  • Advanced verbal and written communication skills
  • Excellent customer service and interpersonal skills
  • Ability to prioritize and multi-task
  • Ability to work independently and as part of a team to meet expected deadlines and schedules
  • Strong client service orientation
  • Relevant subject matter knowledge

    • Preferences :

  • Experience working with Oracle
  • Experience working in higher education institutions

    • Essential Functions :

  • Coordinates two or more administrative and / or business functions including, but not limited to : Identification Office, Access Control, Parking Enforcement, Facilities Management, communication, customer service and / or outreach. Typical duties include the following :
  • Process new employee, contractor, and visitor ID badge requests.
  • Maintain badge inventory and reorder supplies as needed.
  • Schedule and coordinate photo sessions for ID badges.
  • Maintain accurate records of issued badges and access levels.
  • Update personnel databases with badge status changes (e.g., lost, expired, revoked).
  • Respond to inquiries regarding ID badge policies and procedures.
  • Assist individuals with badge replacements or updates.
  • Process access requests for academic buildings based on role or clearance.
  • Verify approvals and ensure proper documentation is submitted.
  • Monitor access groups and update as required.
  • Generate reports for security audits or investigations.
  • Liaise with security personnel to resolve access issues.
  • Assist in updating access control protocols and procedures
  • Provides feedback to parking enforcement officers for issuing citations or warnings based on parking rules and regulations.
  • Handle inquiries related to parking policies and fines.
  • Coordinate appeals or dispute resolution processes.
  • Process and monitor credit card and cash financial transactions, including resolution of discrepancies.
  • Track ID office supplies and equipment; obtains vendor quotes, as needed.
  • Assist with onboarding processes related to ID, access, and parking.
  • Maintain confidentiality and comply with data protection regulations.
  • Coordinate office moves and facilities maintenance needs.
  • Performs other duties as assigned.

    • 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.

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