Administrative Assistant

Position Purpose
The Administrative Assistant provides critical operational and financial support to the Finance and Events Bureau within Public Safety and Emergency Management.
This role works as part of the Events Bureau team to facilitate the coordination of campus security details, assisting with everything from the initial intake of event requests and municipal permitting to technical data entry, overtime reporting, and final billing.

Key Responsibilities & Tasks
1. Event Intake & Team Support
Request Processing: Assist the events team with the intake of security review forms for various campus needs (Athletics, Construction, Student Functions, Special Events, and Dignitary Visits).
Tracking & Documentation: Maintain a tracking spreadsheet for all Event Review Form submissions and compile data into the Master Event List for review.
Permitting: Process requests with the Providence Department of Public Works (DPW) to secure street closures and "No Parking " permits.
Scheduling: Post events to the DPS Operations Calendar (Gmail/Google Calendar) and save all relevant PDFs/documentation to Google Drive.

2. Technical System Management (DTS)
Data Entry: Enter detail information into the DTS software, including specific instructions for responding Officers and Sergeants.
Staffing Monitoring: Continuously monitor the system for unfilled posts and repost assignments as instructed to ensure full coverage.
Overtime Review: Run regular reports in the DTS system to review overtime hours worked for accuracy.

3. Finance & Billing
Estimates: Assist with preparing event cost estimates for requesting departments.
Billing: Process final detail billing and invoicing once assignments are completed. Reconcile invoices from vendors to ensure all outside agency costs are captured and included in the final bill sent to the ordering department.
Strong Communication: Must possess excellent verbal and written communication skills. This includes collaborating closely with Bureau staff to confirm responses and drafting professional correspondence to campus departments regarding staffing levels, estimates, and event requirements.

Technical Skills & Qualifications
Microsoft Office Suite: Strong Excel skills (data entry, master list management) and Word (professional correspondence).
Google Workspace: Proficiency in Google Suite (Sheets, Drive, Gmail, and Calendar).
Software Aptitude: Ability to quickly learn and navigate specialized software (DTS - Detail Tracking System).
Detail-Oriented: Precision in writing officer instructions and processing financial billing.
Collaborative: Ability to work seamlessly within a fast-paced team environment.

Additional notes from the manager:
Associate will be responsible for reviewing the security forms in google and transfering the information into google sheets.
They will work in Excel so they need intermediate skills at the very least.
They will provide quotes and help put out the quotes for the depts.
Since the incident/trajedy in December, there are a lot more requests for Police presence on campus.

They need the ability to learn software- especially around the DTS and officer scheduling.

Interview process: zoom with the manager

Grant funded position? If yes, please provide Grant number below

No

Work Location

Location of Position: If Remote, please specify exact working address

South Street Landing- 350 eddy street
parking: will need to pay for the garage at own expense or use onstreet metered parking

Position Classification

Onsite- 100% to start and may be flexible after training for 1 day remote

What is the reason/justification for this need?

DPSEM needs support due to the increasing security around campus.

What is the estimated duration for this business need?

5 months possibly longer. Based on budget, could be a potential Contract to hire positon

FLSA: exempt or non-exempt?

Non-exempt

Desired Start Date?

Feb 16, 2026

Expected End Date?

Jun 30, 2026

What are the daily hours (schedule) for this role? (i.e: 9-5, 8-5)? If part time/per diem, please specify approximately how many hours.

9a - 5p, but can be flexible

Number of years of experience needed?

2+

What is the ideal personality for someone in this role?

Collaborative and Communicative

Provide the TOP 3 "must have skills?

Detail-Oriented, Attention to Detail, and Google Workspace/Microsoft Office Suite