Remote Assistant Director for Operations

Job Description

Job Description

3697 Assistant Director for Operations (Remote), Boston, MA 2 months contract.

Sigma, Inc is looking for a Temporary Assistant Director for Operations to work remotely with our client located onsite at Boston, MA.

Schedule : Can be remote, but must be local to Boston.

Part time - 20 hrs/week.

General Description

The Center for Career Development (CCD) is seeking a temporary staff member to provide 20 hours of weekly operational support during a professional staff member's FMLA leave. The primary focus of the role is maintaining routine Handshake and VMock administration, responding to user requests, and ensuring that time-sensitive platform tasks continue to be completed without interruption. The temporary employee will follow established procedures and escalate policy questions, unusual cases, and system issues to the designated CCD staff members.

Essential Functions

Handshake Account and Access Management

Review and respond to routine Handshake account requests from students, alumni, and other eligible users, verifying eligibility and approving, updating, or routing accounts based on school, program, enrollment status, and relationship to Boston University.

Support alumni account requests, directing users to the appropriate career office or registration process.

Make routine account corrections (school affiliation, graduation year, email address, and other basic profile information) when documentation is available.

Identify requests involving professional students, online students, leave-of-absence students, or other populations with specialized access rules, and escalate them when necessary.

Handshake Support and Troubleshooting

Monitor the shared Handshake operations inbox and respond to common questions from students, alumni, staff, and campus partners.

Troubleshoot basic login, account activation, email verification, and profile access issues using established instructions and resources.

Follow up with users when additional information is needed to complete a request.

Escalate technical issues that cannot be resolved through standard troubleshooting.

Appointment and Service Access Support

Review questions related to appointment access, helping users identify the appropriate career office or service and confirming that appointment types and resources align with their school or program.

Flag accounts that appear to have incorrect appointment access, particularly those involving historical school values, online programs, professional programs, or alumni populations.

Escalate cases that require a policy interpretation or changes to Handshake configuration.

Employer and Job Posting Support

Review routine employer account or job posting questions, routing to the appropriate staff member when additional review is required.

Identify potentially fraudulent, incomplete, or unusual employer accounts and postings for further review.

Data Quality and Administrative Maintenance

Correct routine user information when changes can be completed individually and are supported by available records.

Apply established labels or administrative values when appropriate.

Assist with small-scale data cleanup projects as assigned.

Communication, Documentation, and Coordination

Serve as a first point of contact for routine Handshake operational questions, communicating clearly and professionally with students, alumni, employers, CCD staff, and Career Development Offices using approved templates and established procedures.

Maintain notes, trackers, and documentation of account changes, pending requests, escalated cases, and recurring issues, ensuring requests can be picked up by another staff member if needed.

Prepare brief weekly summaries of request volume, outstanding items, and issues requiring permanent staff attention.

Coordinate with the designated CCD staff member when a request affects multiple offices or student populations, and attend limited check-in meetings to review priorities and procedural questions.

VMock Administration and Support

Monitor and respond to routine VMock access and support requests from students, alumni, and staff.

Troubleshoot common login, account activation, module access, and resume-upload issues using established procedures.

Confirm that users are assigned to the appropriate VMock modules and school or program groups.

Review and process routine requests for account access, extensions, or profile corrections when eligibility is clear.

Provide basic guidance on available tools, including Resume, SMART Editor, Cover Letter, and Interview modules.

Escalate technical problems, unusual access requests, configuration changes, and vendor-related issues to the designated permanent staff member.

Track recurring issues and maintain brief documentation of unresolved requests or items requiring follow-up.

Additional Operational Support (As Time Permits)

Update internal Handshake instructions, response templates, and process documentation.

Organize shared files and administrative records related to Handshake.

Compile frequently asked questions or recurring support issues.

Assist with basic preparation for Handshake communications or training materials.

Support other routine operational projects that have clear instructions and defined outcomes.

Responsibilities That Should Remain with Permanent Staff

The temporary employee will not be expected to independently manage:

Handshake policy development or changes to university-wide access rules.

Complex eligibility determinations or exceptions to established policies.

Vendor relationship management, contract discussions, renewals, or procurement.

Major platform configuration changes.

Communication of significant system or policy changes to Career Development Office directors.

Decisions involving sensitive student data or elevated administrative permissions.

Strategic technology planning or management of the Career Technology Working Group.

These responsibilities should be escalated to the designated permanent CCD staff member or held for the permanent staff member's return, depending on urgency.

Required Skills and Experience

Prior experience with Handshake or a comparable career services / recruiting platform preferred; willingness and ability to learn the system quickly is required.

Comfort following established procedures and documented guidelines, with sound judgment about when to escalate rather than improvise.

Strong written and verbal communication skills, with the ability to respond clearly and professionally to a range of audiences, including students, alumni, employers, and staff.

Attention to detail, particularly when reviewing account and eligibility information.

Track record of handling sensitive, confidential information appropriately.

Basic troubleshooting skills and comfort navigating web-based platforms.

Ability to work independently on routine tasks while maintaining clear documentation and handoff notes.

Prior experience with Boston University systems and policies is a plus, but not required.