Administrative Assistant II

Rice University; Houston (TX); On-site; USD 26,000 - 32,000; Full time

Job summary

Rice University’s Department of Bioengineering seeks an administrative professional to support budget, finance, and day-to-day operations. Reporting to the Bioengineering Executive Administrator, this role coordinates budget and finance activities, processes transactions, tracks expenditures, and assists with financial reporting while maintaining an efficient office environment.

The ideal candidate will be highly organized, detail-oriented, and customer-focused, with strong communication skills

Qualifications

• High School Diploma or equivalent.
• Two or more (2+) years of administrative experience.
• Proficient computer skills with office software and email applications.

Responsibilities

• Coordinates multiple administrative and business functions, with emphasis on budget and finance support.
• Generates routine communications; coordinates production and distribution of documents (presentations, handouts, reports, brochures).
• Plans and schedules calendars, resolves calendaring conflicts, and arranges travel.
• Processes and monitors financial transactions, including resolution of discrepancies.
• Schedules, organizes, and operates conferences, seminars, and events, including vendor coordination.
• Maintains office supplies and equipment; coordinates office moves and facilities concerns.

Skills

Organization

Follow-through

Customer service

Communication

Prioritize and multi-task

Team collaboration

Education

High School Diploma or equivalent

Tools

Office software

Email applications

Job description

JOB DESCRIPTION

The Department of Bioengineering is seeking a highly organized, detail-oriented, and proactive administrative professional to support a wide range of business and operational functions critical to the department’s success. The administrative assistant reports to the Bioengineering Executive Administrator. This position serves as a central resource for coordinating budget and finance activities—including processing transactions, tracking/transferring expenditures, and assisting with financial reporting—while also managing day-to-day office operations to ensure an efficient and well-functioning environment.

Position Summary

The Department of Bioengineering is seeking a highly organized, detail-oriented, and proactive administrative professional to support a wide range of business and operational functions critical to the department’s success. The administrative assistant reports to the Bioengineering Executive Administrator. This position serves as a central resource for coordinating budget and finance activities—including processing transactions, tracking/transferring expenditures, and assisting with financial reporting—while also managing day-to-day office operations to ensure an efficient and well-functioning environment.

The role provides key support for the Bioengineering core staff, faculty, research staff, and students, processing department expenditures, submitting expenditure transfers, purchasing card expenditure reconciliation and re-allocations, preparing expense reports and encumbrance reviews, resolving discrepancies, and helping investigate department past due invoices. This position will oversee the front office space, including serving as the primary point of contact for visitors, departmental purchasing, organizing, and supporting routine functions of the office.

Rice Bioengineering is one of the top biomedical engineering departments, with its graduate program consistently ranked among the top 10 in the country. This is an excellent opportunity for a skilled administrative professional who thrives in a collaborative, fast-paced academic setting and is committed to delivering high-quality service to faculty, students, and staff.

Ideal Candidate Statement

The ideal candidate will demonstrate strong follow-through, excellent customer service, and the ability to prioritize and manage multiple tasks in a fast-paced academic environment. The candidate will be a reliable team player who can effectively collaborate with colleagues across the department. A proactive approach to problem-solving and a commitment to delivering high-quality work are essential to the smooth day-to-day functioning of the department.

Workplace Location

This position is a full-time on-campus position, necessitating all duties to be performed in person at Rice University Campus. Per Rice policy 440 , work arrangements may be subject to change.

Hiring Range

19.08 – 22.92 per hour.

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

Minimum Requirements

• High School Diploma or equivalent
• Two or more (2+) years of administrative experience

Skills

• Proficient computer skills and demonstrated experience with office software and email applications
• Demonstrated success in follow-through and completing routine tasks
• Advanced organizational skills and attention to detail
• Advanced verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize and multi-task

Essential Functions

• Coordinates multiple administrative and business functions, with emphasis on budget and finance support, general office operations, and process coordination across the unit.
• Generates routine communications; coordinates production (formatting, copying, etc.) and distribution of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays
• Plans and schedules calendar(s), resolves calendaring conflicts, and arranges travel
• Processes and monitors financial transactions, including resolution of discrepancies
• Schedules, organizes, and operates conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors
• Maintains office supplies and equipment; obtains vendor quotes, as needed
• Coordinates office moves
• Serves as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); reports any incidents or potential safety problems to appropriate representatives
• Maintains and updates approved web content
• Performs human resources transactional support, e.g. time cards, I9's, and / or faculty affairs support
• Performs other duties as assigned

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

Rice Mission and Values

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 get in touch with Rice University’s Human Resources Office via email at [e-mail] for support.

If you have any additional questions, please email us at [e-mail] . Thank you for your interest in employment with Rice University.