Temporary Administrative Assistant

Temporary Administrative Assistant

Posting Number C00446JP

Department Human Resources

Job Summary

Department: Human Resources

Reporting to: Director of Talent, Compensation, and HR Operations

Pay Rate: $22/hour

The Temporary Administrative Assistant provides project-based administrative support to the Human Resources Office, with a focus on (1) preparing job descriptions for the Job Architect platform, (2) converting and formatting casual job templates from Recruit into Job Architect-ready Word templates, and (3) supporting a paperless filing initiative for H-1B visa application records. (4) Assisting with personnel file maintenance. This role requires excellent attention to detail, strong document formatting skills, and discretion in handling confidential information.

ESSENTIAL FUNCTIONS

1. Job Architect Project Support

• Assist with completion of the Job Architect project by preparing job descriptions for platform upload. Place job descriptions into the correct Job Architect template, ensuring accurate content transfer and consistent formatting.

• Conduct job description audits to confirm completeness, correct section headers, and adherence to template requirements. Maintain a tracker/log of documents (e.g., received, in-progress, ready for upload, uploaded) and flag issues for follow-up.

1. Casual Job Template Conversion

• Download all casual job templates from Recruit (our designated recruitment system). Convert PDF templates to Word and edit to align with the required Job Architect format and template.

• Proofread and quality-check converted documents to ensure accuracy, readability, and formatting integrity.

1. H-1B Visa Paperless Filing Support

• Assist with implementing a paperless filing system for H-1B visa application records.

• Audit existing files against an established checklist to identify missing documents and gaps.

• Handle sensitive personal and immigration-related information with discretion; escalate missing documents or file anomalies to the supervisor/assigned HR staff member.

1. Records Management

• File and organize HR records in accordance with office procedures; Support file clean-up and organization efforts

• Purge files as directed, following established retention/disposal procedures.

1. Additional Administrative Support

• Provide other administrative/project support as needed, consistent with the scope of this temporary assignment.

Education/Skills Requirements

High School Diploma or GED required.

• Strong Microsoft Word skills (formatting, templates, document clean-up); working knowledge of Excel and Adobe.

• Strong organization and follow-through

• Document formatting and standardization

• Confidentiality and professional judgment

• Ability to work independently in a project environment

Experience Requirements and/or Equivalents

2+ year of administrative experience (HR/office setting preferred).

• Ability to complete detailed work accurately, maintain organized records, and meet deadlines.

• Demonstrated discretion and ability to work with confidential information.

Preferred:

• Experience converting documents from PDF to Word and standardizing formatting across many documents.

• Familiarity with document management practices.

• Prior exposure to HR records retention or immigration/visa documentation

Standard Work Days and Hours

Standard administrative hours are 8:30 a.m. – 5:00p.m.

Schedule: On-site | 10–15 hours per week

Duration: Temporary assignment, estimated 12–15 weeks

We regret that Bowdoin College is unable to provide visa sponsorship for staff positions.

Employment at Bowdoin College is contingent upon satisfactory completion of applicable background checks including but not limited to: criminal records, educational verifications, driving records (when job-related), and/or credit history (when job related).

About Bowdoin

Bowdoin embraces diversity in all forms, and the College is home to talented students, faculty and staff—with a variety of racial, ethnic, cultural, and socioeconomic backgrounds; religious beliefs; and gender identities, among other factors.

We encourage applications from candidates committed to the support of an inclusive campus community and those who will enrich and contribute to the College’s multifaceted diversity. We value a community in which individuals of all backgrounds are warmly welcomed and encouraged to succeed.

Founded in 1794, Bowdoin has maintained its commitment to the liberal arts for well over 200 years. Bowdoin’s reputation as a preeminent liberal arts college rests on the excellence of its faculty, students, and staff; intimate size; strong sense of community; and connections to the people, history, and natural beauty of Maine.

Bowdoin’s campus is situated in a beautiful natural setting. Located in Brunswick, Maine, a town of approximately 20,000, the College is a short drive from the Maine coast, twenty-five miles from Portland and 120 miles from Boston.

Shift

Employment Category Casual

Benefits Eligible No

Pay Type Hourly

Background Check Package Requirements Support Staff

Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job? No

Is a pre-placement physical required for this position? No

Posting Date 08/20/2026

Applications Accepted Until

Open Until Filled No

Type of Posting Internal/External

Special Instructions to Applicants

If selected as a finalist, you will be required to submit information for three references, including name, email address, phone number and how you know the reference.

EEO Information

Bowdoin College complies with applicable provisions of federal and state laws that prohibit unlawful discrimination in employment, admission, or access to its educational or extracurricular programs, activities, or facilities based on race, color, ethnicity, ancestry and national origin, religion, sex, sexual orientation, gender identity and/or expression, age, marital status, place of birth, genetic predisposition, veteran status, or against qualified individuals with physical or mental disabilities on the basis of disability, or any other legally protected statuses.

Supplemental Questions