Temporary Administrative Assistant, JDPC and ASLR

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 respectone 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. Learn more about Life at Holy Cross here.

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.

Job Description

Major Job Responsibilities

J.D. Power Center Responsibilities and Tasks

• Assist with marketing and publicity closely with colleagues to know what events/programs/deadlines they need to publicize.

• Work with the Washington Semester Program Director to ensure financial aid information is communicated to students. Submit Workday requests and collect relevant information from students to enable processing of financial aid requests.

• Assist students with completing internship documentation for the Washington Semester Program and Academic Internship Program DC and AIP. This may include internship application assistance criminal background checks documentation of immunizations/medical tests and/or finalizing contracts/MOUs between Holy Cross and internship sites.

• Provide support (i.e. tech support communications) to the Academic Internship Program faculty as needed.

• Make purchases and submit expense reports/pay invoices for J.D. Power Center program as requested- especially the Washington Semester Program Academic Internship Program the DC summer program and grant funding allocated to students and faculty (i.e. Marshall/Ignite Funds). Remain familiar with J.D. Power Center and college policies outlining permissible expenses.

• 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. Communicate with students who may not be following Uber-related transportation policies (i.e. overtipping attending too frequently).

• Coordinate van shuttles transportation and/or transportation reimbursement for groups associated with/J.D. Power Center.

• Support the Donelan Office CBL Placement Process by attending the CBL orientation session (8/31 3:30-7) assisting students with signing up for CBL and delivering paperwork to CBL community partners.

• Assist with other tasks across the J.D. Power Center as needed including event and meeting planning (i.e. room reservations ordering food organization/preparation of printed materials to be distributed).

Academic Services & Learning Resources Responsibilities and Tasks

Front Desk Reception and General Administrative Support

Responsibilities related to serving 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 the attention of the department head.
  

Student Support Program and Event Coordination

Responsibilities focused on providing operational support for ASLR programming including Passport PAL Tutoring The Mentor Program English Conversation Club Tri-Alpha academic success workshops academic coaching/advising and outreach initiatives.

• Assess each visitors 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 workshops and classrooms well in advance of events.

• Assists 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.
  

Student Employee Administration and Payroll Support

Responsibilities involving oversight coordination and payroll support for student workers across programs.

• 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.
  

Minimum Qualifications

• 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
  

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

Weekly Hours:

40

Annual Work Schedule:

(For Seasonal and Temporary Positions this will be determined by the manager)

Application Instructions

For all administrative and academic positions please upload a current resume and cover your cover letter please reflect on how your professional and personal values align with the Mission of the College.

For all other positions resume and cover letters are optional but your most up-to-date work experience and educational background are required.

Applications will be accepted until the position is filled. However priority consideration will be given to applications submitted within 30 days of the posting date.

Additional Information

To review our generous benefits options please review our detailed information here or check out our Benefits at a Glance.

The College also provides reasonable accommodations to qualified individuals with disabilities during the hiring process in compliance with law. Please contact Human Resources for questions or to request an accommodation via email at or by calling .

The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity in the workplace.