Operations Assistant, Graduate Student Life & Leadership

Operations Assistant, Graduate Student Life & Leadership

The student worker will provide support to the Associate Director of Graduate Student Life and Leadership with administrative support in communications and finances and in event management.

Finance & Administrative Support:

• Assist with managing Graduate Student Club finances including reviewing student leader Purchase and Reimbursement Requests and preparing weekly reports for Grad Life and Leadership staff.
• Prepare a monthly reconciliation report detailing club spending and sources of funding.
• Provide administrative support to graduate student club leaders by answering questions, directing them to appropriate resources, and assisting with routine processes and deadlines.
• Assist in the management of the Graduate Events calendar to ensure timely and relevant information about graduate events is added to this platform.
• Develop and coordinate marketing materials for GLL events and select signature graduate programs.
• As schedules allow, the Admin Assistant will back up Grad Student Services front desk staff when needed.

Event Planning & Office Operations:

• Responsible for supporting the planning and execution of Graduate Student Services signature and Tradition events such as orientations, First Night in Olin, Gradsgiving, International Dinner, Grad Chill, and Last Night in Olin.
• Event planning support may include but is not limited to scheduling rooms, confirming catering, creating and maintaining the RSVP process for events, providing registration and check-in support, marketing events as appropriate, working with outside vendors as needed, and collaborating with other offices on campus as needed, etc.
• Support volunteer management for events including marketing volunteer opportunities to peers, confirming eligibility, and following up with tasks and assignments.
• Assist with event technology and room setup, including signage, presentation materials, and audiovisual coordination as needed.
• Assist in monitoring and maintaining Graduate Student Services-managed spaces in Olin Hall to ensure they remain clean, organized, functional, and welcoming.
• Assist with maintaining office and event supplies, including monitoring inventory and coordinating replenishment as needed.
• Additional projects or tasks will be assigned based on the current and evolving needs of the Office of Graduate Student Services and the graduate school.

What Education and Skills You Will Need:

• A successful student worker will demonstrate strong ethical standards, flexibility, adaptability and will be able to function within a collaborative team environment. The GLL student worker must maintain a positive attitude and represent the College and office professionally and appropriately.
• Ability to create an environment where direct reports have the freedom and security to take initiative; deal with complexities with resilience, resourcefulness, and optimism; and appreciate open mindedness, creativity, and agility in thought and tactics.
• Ability to embrace ideas and changes created by all community members.
• Ability to work independently to solve problems; look for opportunities to take on responsibility; take thoughtful risks; and effectively act on new and ongoing initiatives, objectives, and solutions to gain sought-after results.
• Ability to anticipate and effectively handles change; demonstrate willingness to try new skills and challenging tasks; and is flexible in changing conditions.
• Must have strong computer skills including proficiency in Google Drive/Docs and Microsoft Office (Word, Excel, PowerPoint, Outlook/Calendar).

How and Where You Will Work:

• Graduate Student Services Suite, Olin 320