Job Description

Special Instructions to Applicants : All interested applicants must attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format . Please note that the applicant tracking system does not convert attachments in Word format successfully.

Position Summary

The Jones Graduate School of Business (JGSB) has an exciting opportunity for an innovative and exceptional employee to serve in a newly formed role supporting the Chief Business Officer (CBO) and the Office of Business and Operations (OBO). Providing executive level support to the largest administrative unit at the JGSB, and reporting directly to the CBO, this role will provide all aspects of administrative support to the CBO as well as helping to support financial and operational components of the OBO.

This exciting opportunity will provide the holder of this role with valuable exposure to and interactions with the various areas and departments that make up the JGSB. This position will allow for creativity in developing administrative solutions and support systems, while also serving to foster relationships and connections across JGSB and Rice University.

JGSB is a dynamic and diverse community of faculty, staff, and students, and the holder of this role must place a high value on diversity, equity, and inclusion in its many forms and representations. Embracing new ideas, differing perspectives, and diverse backgrounds, while demonstrating a commitment to approaching the responsibilities of this job with a consistent emphasis on equity, transparency, and inclusion are critically important to success in this role.

Requirements

• HS Diploma or equivalent
• 3 years’ experience in a similar role supporting an executive

Essential Functions

• Acts on behalf of the unit, functional area or department head to establishing priorities and identifying and resolving problems that are administrative in nature
• Researches and/or writes background information for meetings
• Participates in meetings on supervisor’s behalf, as needed
• Oversees the coordination of complex conferences, seminars, and events
• Composes documents for presentations, course handouts, grants, conferences, seminars, and reports; performs substantial research, editing and fact checking
• Creates complex reports and spreadsheets
• Makes recommendations based on reports
• May process a variety of complex financial transactions;
• May assist with capital or special equipment requests and/or vendor selection
• Performs human resources transactional support and/or faculty affairs support
• Performs other duties as assigned

Additional Functions

• Coordinates the CBO’s activities, including management of complex scheduling/calendars, anticipating and responding to scheduling conflicts, travel arrangements and associated logistics
• Independently commits the CBO’s time to those requesting access based on an in-depth understanding of his priorities and needs
• Independently prioritizes, plans, coordinates and/or oversees logistics for meetings with individuals and large groups internal and external to the university; reserves appropriate venues/makes venue preparations, including catering, AV, facilities coordination, and prepares meeting materials such as PPT slides, handouts, etc., as needed
• Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeps the CBO informed of all matters requiring his attention
• Composes correspondence; 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
• Oversees and/or manages multiple projects; anticipates and tracks critical dates, events and organizational issues for the executive; follows up with appropriate parties to ensure deadlines are met
• Processes HCM transactions for faculty and staff; ensures accuracy, timeliness, and efficiency in process
• Maintains department web pages, databases, and files in Box
• Submits purchase orders and expense reports for the CBO and OBO
• Maintains supply needs for OBO
• Performs all other duties as assigned

Preferences

• Bachelor’s Degree preferred
• Higher education experience preferred

Workplace Requirements

• Advanced computer skills and demonstrated experience with MS office software and email applications
• Proven success in following through and completing projects
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize and multi-task
• Ability to take initiative and ownership of projects
• Ability to routinely and independently exercise sound judgment in making decisions
• Availability to work on-campus four days per week, with one day remote

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.

Faculty and staff are expected (but not required) to have completed a full vaccination series for COVID-19 (currently defined as full course COVID-19 Vaccine (typically two shots of a WHO-approved COVID-19 Vaccine or one J&J) and a COVID-19 booster. Rice does not require documentation for COVID 19 vaccination at this time for faculty and staff. More information can be found here: https://coronavirus.rice.edu/policies

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