Temporary Administrative Assistant, JDPC and ASLR

College of the Holy Cross•Worcester, MA

3d•Onsite

About The Position

At Holy Cross, we are focused on creating a world-class workforce by attracting and retaining employees dedicated to fostering a culture of professionalism, pride, mutual trust, and respect—one that values appreciation and recognition, empowering each of us to flourish both individually and collectively. We seek candidates who are inspired by our mission and values, and who are eager to make a meaningful difference on our campus. Reporting jointly to the Director of Academic Services and Learning Resources (ASLR), and the Director of the J.D. Power Center (JDPC), the Temporary Administrative Assistant provides essential administrative, financial, and operational support across both departments. This role serves as the primary front-facing point of contact for students, faculty, staff, and visitors, while managing program logistics, student employee administration, marketing coordination, travel logistics, and records management. Critically, it assists with coordination of programs (e.g. Passport, The Mentor Program, Tutoring, PAL, Tri-Alpha, and workshops). The position involves extensive, collaborative interaction across campus to ensure the effective delivery of academic support and experiential learning programs.

Requirements

Bachelors or advanced degree preferred, or a minimum of five years experience in departmental administration and project management.
Financial and technical proficiency.
Confidentiality and discretion.
Strong communication and collaboration.
Cross-cultural awareness.
Initiative and leadership.

Responsibilities

Coordinate and manage collection of data and records associated with the J.D. Power Center including applications, supervisor evaluations, student assessment surveys, registration forms and liability waivers, transportation requests, student participation data.
Coordinate marketing and publicity efforts for the J.D. Power Center.
Maintain and update the J.D. Power Center Ignite pages.
Coordinate the production of marketing material and distribution to identified target audiences internally and externally.
Submit Workday requests and collect relevant information from students to enable processing of financial aid requests.
Promote upcoming events/key dates via posters, website, My HC, and social media.
Assist students with completing documentation for internship applications as needed.
Manage enrollment of students who have been accepted into the program.
Assist students with completing documentation for internship applications (including contract review process) as needed.
Provide support to AIP faculty as needed.
Make purchases and submit expense reports/pay invoices for the Washington Semester Program, Academic Internship Program, the DC summer program, and the Marshall/Ignite Funds.
Coordinate Uber for Business for students participating in Community-Based Learning, AIP, and the ELPC.
Aid students with signing up for Uber for Business, serve as primary liaison with Uber, review and pay invoices.
Coordinate van shuttles and transportation for groups associated with/J.D. Power Center/Trial Teams.
Assist with other tasks across the J.D. Power Center as needed including room reservations and ordering food for events and meetings.
Coordination of summer programs (e.g. Passport, The Mentor Program, Tutoring, orientation workshops, etc.); assisting with preparations for fall programming (academic coaching, tutoring, PAL, Passport, The Mentor Program, Tri-Alpha, etc.), and performing other administrative duties as assigned.
Serve as a first point of contact, handling routine office operations, and supporting day-to-day administrative needs.
Greet visitors and address basic questions; answer phones, and record accurately all messages.
Schedule meetings and appointments (using google applications).
Monitors departmental email inboxes and ensures timely, accurate responses to inquiries within one business day.
Produce and proofread word-processed documents and mail-merges.
Perform miscellaneous clerical duties in a timely fashion, e.g., collecting and distributing mail, copying, scanning, and filing documents.
Manage staff calendars and schedule weekly staff meetings.
Record weekly staff meeting minutes.
Complete ad hoc projects as requested, by agreed upon deadlines.
Ensure that work is done in a timely fashion according to the deadlines of various programs administered by the office; bring overloads to attention of department head.
Provide operational support for ASLR summer programming including Passport, academic coaching/advising, outreach initiatives in addition to assisting with planning for ASLR fall programs and initiatives.
Assess each visitor’s needs, determine initial plan and appropriate follow-up by professional staff, and inform all involved parties.
Create and maintain accurate registration and participation lists for ASLR summer and fall programming.
Work cooperatively with Hogan Conference Services, the Registrar, Facilities, Housing and other campus partners to reserve meetings, workshop, and classrooms well in advance of events.
Assist with the promotion and marketing of departmental programs and services through coordinated communications, outreach efforts, and distribution of informational materials.
Order appropriate quantities of food through campus dining services or outside vendors.
Support program needs including, but not limited to scheduling field trips, arranging transportation (e.g. buses, vans, etc.) ordering textbooks and other program supplies, submitting graphic arts requests, reserving rooms, etc.
Request educational technology and audio-visual equipment; follow up with other offices as necessary to ensure events run smoothly.
Maintain lists of summer and fall student employees across all ASLR programs.
Add students to payroll system.
Observe College policies; help students prioritize their work for various offices and other campus employment.
Maintain general office supplies; Avoid shortages of critical items while paying attention to budget restrictions.