Office Assistant

Location:

Providence, Rhode Island

Duration: up to 3 months contract with possible extension

Pay Range: $20 – $22 (The pay rate may differ depending on your skills, education, experience, and other qualifications)

• Medical Insurance in compliance with the ACA.
• 401(k).
• Sick leave in compliance with applicable state, federal, and local laws.

• Scheduling:
  Coordinate complex calendars, team shifts, and room bookings via 25
  
  Live 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.

• 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

• 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.

• 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.

• This is a small dept but they are very busy in the spring. The manager needs assistance with day to day tasks.
• Will need to walk to building on campus and check event spaces
• Make calls to depts and managers as needed
• Some weekend events may require being onsite so they can be flexible with schedule for the week and OT is approved.
• Technical skills: MS office and google suite – excel skills can be basic