Administrative Assistant

Date Range Mar 16 - Jun 26, 2026 Pay Type Hourly Standard Hours Per Week 40.00 TECHNICAL SKILLS Must Have LOCATION INFORMATION 350 Eddy Street (main campus) 350 Eddy Street Providence Rhode Island 02912 JOB SUMMARY The Administrative Assistant ... JOB DESCRIPTION Position Purpose The Administrative Assistant provides critical operational and financial support to the Finance and Events Bureau within Public Safety and Emergency Management. This role works as part of the Events Bureau team to facilitate the coordination of campus security details, assisting with everything from the initial intake of event requests and municipal permitting to technical data entry, overtime reporting, and final billing. Key Responsibilities & Tasks 1. Event Intake & Team Support • Request Processing: Assist the events team with the intake of security review forms for various campus needs (Athletics, Construction, Student Functions, Special Events, and Dignitary Visits). • Tracking & Documentation: Maintain a tracking spreadsheet for all Event Review Form submissions and compile data into the Master Event List for review. • Permitting: Process requests with the Providence Department of Public Works (DPW) to secure street closures and "No Parking " permits. • Scheduling: Post events to the DPS Operations Calendar (Gmail/Google Calendar) and save all relevant PDFs/documentation to Google Drive. 2. Technical System Management (DTS) • Data Entry: Enter detail information into the DTS software, including specific instructions for responding Officers and Sergeants. • Staffing Monitoring: Continuously monitor the system for unfilled posts and repost assignments as instructed to ensure full coverage. • Overtime Review: Run regular reports in the DTS system to review overtime hours worked for accuracy. 3. Finance & Billing • Estimates: Assist with preparing event cost estimates for requesting departments. • Billing: Process final detail billing and invoicing once assignments are completed. Reconcile invoices from vendors to ensure all outside agency costs are captured and included in the final bill sent to the ordering department. • Strong Communication: Must possess excellent verbal and written communication skills. This includes collaborating closely with Bureau staff to confirm responses and drafting professional correspondence to campus departments regarding staffing levels, estimates, and event requirements. Technical Skills & Qualifications • Microsoft Office Suite: Strong Excel skills (data entry, master list management) and Word (professional correspondence). • Google Workspace: Proficiency in Google Suite (Sheets, Drive, Gmail, and Calendar). • Software Aptitude: Ability to quickly learn and navigate specialized software (DTS - Detail Tracking System). • Detail-Oriented: Precision in writing officer instructions and processing financial billing. • Collaborative: Ability to work seamlessly within a fast-paced team environment. dditional notes from the manager: ssociate will be responsible for reviewing the security forms in google and transfering the information into google sheets. They will work in Excel so they need intermediate skills at the very least. They will provide quotes and help put out the quotes for the depts. Since the incident/trajedy in December, there are a lot more requests for Police presence on campus. They need the ability to learn software- especially around the DTS and officer scheduling. Interview process: zoom with the manager Grant funded position? If yes, please provide Grant number below No Work Location Location of Position: If Remote, please specify exact working address South Street Landing- 350 eddy street parking: will need to pay for the garage at own expense or use onstreet metered parking Position Classification Onsite- 100% to start and may be flexible after training for 1 day remote What is the reason/justification for this need? DPSEM needs support due to the increasing security around campus. What is the estimated duration for this business need? 5 months possibly longer. Based on budget, could be a potential Contract to hire positon FLSA: exempt or non-exempt? Non-exempt Desired Start Date? Feb 16, 2026 Expected End Date? Jun 30, 2026 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. 9a - 5p, but can be flexible Number of years of experience needed? 2+ What is the ideal personality for someone in this role? Collaborative and Communicative Provide the TOP 3 "must have" skills? Detail-Oriented, Attention to Detail, and Google Workspace/Microsoft Office Suite Documents No Attachments are added yet By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at Privacy Policy - Abacus.

Created: 2026-03-04