Temporary Administrative Assistant, JDPC and ASLR

About the role

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.

Responsibilities

J.D. Power Center

• Assist with marketing and publicity efforts; work closely with colleagues to publicize events, programs, and deadlines.
• Work with the Washington Semester Program Director to ensure financial aid information is communicated to students; submit Workday requests and collect relevant student information for financial aid processing.
• Assist students with completing internship documentation for the Washington Semester Program and Academic Internship Program (DC and AIP), including application assistance, criminal background checks, immunizations/medical tests, and finalizing contracts/MOUs.
• Provide tech and communications support to Academic Internship Program faculty as needed.
• Make purchases and submit expense reports/pay invoices for J.D. Power Center programs, especially the Washington Semester Program, Academic Internship Program, DC summer program, and grant funding (e.g., Marshall/Ignite Funds).
• Remain familiar with J.D. Power Center and college policies outlining permissible expenses.
• Coordinate Uber for Business for students in Community-Based Learning, AIP, and ELPC; aid students with sign-up, serve as primary liaison with Uber, review and pay invoices, and communicate policy compliance.
• Coordinate van shuttles, transportation, and/or reimbursement for groups associated with the J.D. Power Center.
• Support the Donelan Office CBL Placement Process by attending orientation, assisting students with sign-ups, and delivering paperwork to community partners.
• Assist with event and meeting planning, including room reservations, food orders, and preparation of printed materials.

Academic Services & Learning Resources

Front Desk, Reception, and General Administrative Support

• Serve as the first point of contact for visitors, handling routine office operations and day-to-day administrative needs.
• Greet visitors, answer phones, and record messages accurately.
• Schedule meetings and appointments using Google applications.
• Monitor departmental email inboxes and ensure timely responses to inquiries within one business day.
• Produce and proofread word-processed documents and mail-merges.
• Perform miscellaneous clerical duties such as collecting/distributing mail, copying, scanning, and filing documents.
• Manage staff calendars and schedule weekly staff meetings; record meeting minutes.
• Complete ad-hoc projects by agreed-upon deadlines.
• Ensure work is completed in a timely fashion according to program deadlines; escalate overloads to the department head.

Student Support, Program, and Event Coordination

• Assess visitor needs, determine initial plans and follow-up by professional staff, and inform all involved parties.
• Create and maintain accurate registration and participation lists for ASLR summer and fall programming.
• Coordinate with Hogan Conference Services, the Registrar, Facilities, Housing, and other campus partners to reserve meetings, workshops, and classrooms.
• Assist with promotion and marketing of departmental programs and services through communications, outreach, and distribution of informational materials.
• Order appropriate quantities of food through campus dining services or outside vendors.
• Support program needs including scheduling field trips, arranging transportation (e.g., buses, vans), ordering textbooks/supplies, submitting graphic arts requests, and reserving rooms.
• Request educational technology and audio-visual equipment; follow up with other offices to ensure events run smoothly.

Student Employee Administration and Payroll Support

• Maintain lists of summer and fall student employees across all ASLR programs.
• Add students to the payroll system.
• Observe College policies; help students prioritize work for various offices and campus employment.
• Maintain general office supplies, avoiding shortages of critical items while adhering to budget restrictions.

Requirements

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

Pay

The hourly range for this position is $24.00 - $26.00 per hour.

Schedule

Weekly hours: 40

Benefits

To review generous benefits options, visit the College’s benefits page or check out Benefits at a Glance.