Administrative Specialist

Job description

Posting Details

Job TitleAdministrative SpecialistDepartmentRice 360° Institute for Global HealthFull Time/Part TimeFull-TimeRequisition NumberS21129Open Date10/14/2020Close Date11/04/2020Salary Information

$37,100 – $49,200

Work Schedule

Monday through Friday, 8 a.m. to 5 p.m.

Benefits EligibleYesEligible for OvertimeNoPosition Summary

The Rice 360° Institute for Global Health offers innovative programs to engage undergraduate students in the design and implementation of new technologies to solve real global health challenges. Through a Global Health Technologies minor, international summer internships, and post-baccalaureate fellowships, these early stage technologies are prototyped, evaluated, refined, deployed and scaled across the world.

Rice 360° has become a leader in global health education, research and implementation, focused on experiential and problem-based learning, and recognized as a model of excellence by Science magazine and the US National Academy of Engineering.

Rice 360° works closely with research and program partners in the developing world, collaborators within Rice, the Texas Medical Center and other educational and medical institutions in the U.S. and across the globe. Rice 360° has staff permanently located in Blantyre, Malawi to support partnerships with the Malawi Polytechnic, the Malawi College of Medicine and a long-standing relationship with the Queen Elizabeth Central Hospital.

The administrative specialist will support various administrative functions for the Rice 360° Institute for Global Health, including implementing the day to day business and administrative activities of the institute; executing special projects, with analyses and reports; planning and implementing events, such as training workshops, conferences, and fundraising activities; coordination of domestic and international travel, including securing airfare and hotel as well as communication with overseas based staff regarding planning and logistics; processing of purchasing card transactions and other duties as assigned.

The administrative specialist represents the Rice 360° Institute for Global Health with tact and proper decorum and is a representative of the department with all constituents.

Education RequiredBachelor's DegreeMajor/DisciplineSubstitution for Education RequirementExperience may not be substituted for the education requirement.Education PreferredExperience Required1 yearType of Experience

Related administrative experience which includes experience coordinating and planning international travel and coordinating large, complex meetings/events.

Substitution for Experience RequirementEducation may not be substituted for the experience requirement.Experience Preferred

- Related administrative experience working in a college or university setting with faculty, staff, and students
- Administrative experience within Rice University

License/Certification Required


License/Certification PreferredSkills Required

- Ability to prioritize work and multi-task
- Excellent organizational skills
- Ability to take initiative and ownership of projects
- Written and verbal communication skills
- Ability to exercise sound judgment in making decisions
- Relevant subject matter knowledge

Skills Preferred

- Strong Microsoft (MS) Excel and Word skills, with familiarity of other MS Office programs
- Basic knowledge of Edgar WebApps, Esther and purchasing card policies and procedures
- Team player with excellent interpersonal skills
- Strong attention to detail
- Ability to work under deadline with flexibility, tact, good judgment, discretion, and take initiative
- Demonstrates Rice 360° core values: trust, respect, accountability, innovation, Teamwork, and Service
- Demonstrated sensitivity to low resource settings

Internal / External Contacts

Internal: Frequent contact with Rice 360° faculty, staff, GLHT minor students, and interns; occasional contact with Rice University administrators and officials from other departments and institutes

External: Frequent contact with faculty and staff from international collaborative research partners; contact with alumni, guest speakers, advisory board members, competition judges, other high-profile visitors, researchers, government officials, and corporate executives

Physical Demands

Requires working at a computer for extended periods (up to eight hours per day).

Working Conditions

- Monday – Friday 8 a.m. – 5 p.m.
- Able to work a flexible schedule which includes occasional weekend and/or evening work

Essential Personnel

Position is not considered essential during a campus emergency.

Rice University Standard of Civility

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.

Security Sensitive

As defined under the Texas Education Code and Rice Policy No. 425, this position is security sensitive and employment in this position is contingent upon the successful completion of a background check.

Special Instructions to ApplicantsQuick Link for Posting Functions

- Implements, administers and evaluates day-to-day business and administrative activities of the department, function or program
- Provides input on the budget, budget planning and other financial matters
- Assists in managing unit budgets and monitors and approves expenditures
- Assists in the management and coordination of the human resource function including performance management, promotion, employee relations, compensation, job descriptions, job postings and recruiting
- 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 policies; 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 or Information

- Coordinates domestic and international travel, including securing airfare and hotel as well as communication with overseas based staff regarding travel and logistics planning
- Prepares summary travel documents for institute faculty and staff
- Processes purchasing card transactions

Job Duties

Applicant DocumentsRequired Documents
  1. Cover Letter
  2. Resume
Optional Documents
    Supplemental Questions

    Required fields are indicated with an asterisk (*).

    1. * Do you have a bachelor's degree or higher?
      • Yes
      • No
    2. * Do you have a year or more of related administrative experience which includes experience coordinating and planning international travel and coordinating large, complex meetings/events?

      (Open Ended Question)

    3. * Please briefly describe any related administrative experience you have in working in a college or university setting with faculty, staff, and students.

      (Open Ended Question)

    4. * Please describe any experience you have in coordinating and planning international travel.

      (Open Ended Question)

    5. * Please describe any experience coordinating large, complex meetings/events.

      (Open Ended Question)

    6. * What is your minimum salary requirement?

      (Open Ended Question)




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    Job No:
    Posted: 10/16/2020
    Application Due: 11/4/2020
    Work Type: