Office Assistant

1. Administrative & Logistics Support 40%
Scheduling: Coordinate complex calendars, team shifts, and room bookings via 25Live or similar campus systems.
Vendor Management: Act as a point of contact for external vendors (rentals, catering, AV).
Inventory Tracking: Maintain and track event assets (furniture, signage, equipment) and flag maintenance needs.
Data Integrity and Formatting Discipline: Adhere strictly to departmental standards for data entry, naming conventions, and document architecture. You must replicate established templates without unauthorized adjustments to ensure data remains compatible with team-wide systems.
Real-Time Logistics: Update "Live " documents and setup checklists instantaneously as event variables change, ensuring the field crew always has the most current information.

2. Event Coordination 20%
On-Site Assistance: Support the Supervisor and field team to ensure setup matches floor plans.
Safety Compliance: Help monitor event setups to ensure they adhere to university safety standards and ADA accessibility requirements.
Special projects as assigned

3. Communication 20%
Inbox Management: Serve as a gatekeeper for the departmental email account; prioritize urgent requests and maintain a professional, "zero-inbox " philosophy.
Customer Relations: Provide a high standard of customer service, answering questions and, where appropriate, following up with relevant info.
Facilities Liaison: Initiate and follow up on work orders with the Facilities & Campus Operations shops (Carpentry, Electric, Custodial). Ensure clear communication between external trades and the Event Ops team to prevent bottlenecks.

4. Operational Discipline & Field Support 20%
Adherence to Protocol: Execute tasks strictly according to the "University Grid " a set of proven workflows designed for campus-wide safety and efficiency.
On-Site Quality Control: Move across campus to verify that physical setups mirror the digital plans and meet ADA/safety requirements.
Small-Team Agility: Support the Supervisor and field team during high-profile event phases (e.g., Commencement) with a "no task too small " attitude.

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

Sayles Hall, 81 Waterman St, Providence, RI 02912
Parking: on street and metered. Manager will provide a guide of where to park and the times that spaces are typically available.

Position Classification

100% Onsite
May be flexible if associate proves they can complete tasks in a timely manner

What is the reason/justification for this need?

Commencement preparation.

What is the estimated duration for this business need?

4 months

FLSA: exempt or non-exempt?

Non-exempt

Desired Start Date?

ASAP

Expected End Date?

May 31, 2026- may be extended

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.

8:30am 5:00pm

Type of experience needed?

Events, admin, computer literacy.

Number of years of experience needed?

1-3

Minimum education requirement

High School Diploma or GED

Job Responsibilities

Are there any specific tools the resource will need to know how to use?

Google Suite

What is the ideal personality for someone in this role?

Detail-oriented, flexible and calm under pressure.

Provide the TOP 3 "must have skills?

Detail-oriented, flexible and calm under pressure

Which skills are "nice to haves ?

Event logistics experience