Operations Assistant

Operations Assistant

Job Description

Description:

Organizes and implements administrative systems and procedures. Serves as principal source of information on unit, project or program. Gathers and maintains data for and assists in preparing reports, often using a variety of computer software. Prepares and maintains financial, personnel, administrative, student records. Provides for smooth day to day flow of communications within the department. May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and or databases. Arranges for use of facilities and plans meetings, conferences and seminars. Contributes to unit goals by accomplishing clerical or administrative duties as required. Ability to work independently with minimal supervision, to handle complex and confidential information. Competency using a variety of office computer software. Requires intermediate to advanced knowledge of email calendar, word processing, spreadsheets. Prior office experience required.

Key Responsibilities

Move-In / Move-Out Prep
Assist with key inventory, distribution, collection, and issue resolution.
Prepare materials for move-in and move-out (e.g., envelope stuffing, assembling packets, labeling).
Deliver letters, packets, and supplies to residence halls and other campus locations.
Transport emergency linens and related materials to and from client and other designated locations.

Student Check-Ins & Event Logistics
Provide day-of support for student check-in across programs, including line management and information directing.
Support special events (e.g., orientations, receptions) through setup and breakdown of tables, chairs, and equipment.
Post and remove signage as directed.
Backfill vacant volunteer assignments (e.g., greeting, directing traffic, handing out materials).
Transport supplies and equipment between buildings as needed.

Office Setup, Maintenance & Breakdown
Assist with summer office setup, including unpacking, organizing, and arranging materials and equipment.
Support end-of-summer office breakdown, including packing, labeling, and storing materials.
Perform tasks that may involve heavy lifting, carrying, and moving boxes, equipment, and furniture.

General Administrative Support
Provide basic clerical support (e.g., copying, collating, assembling packets, organizing supplies).
Perform ad hoc messenger duties to deliver time-sensitive materials across campus.
Support the HSS operations team with other duties assigned to ensure efficient program operations.

Minimum Qualifications
High school diploma or equivalent; some college coursework preferred.
Ability to perform physical tasks, including frequent walking, carrying, and lifting boxes or equipment (with or without reasonable accommodation).
Strong reliability and punctuality; ability to adhere to a fixed schedule and occasional weekend daytime hours.
Demonstrated ability to follow detailed instructions and complete tasks accurately and on time.
Good interpersonal and communication skills; comfortable interacting with students, staff, and visitors.
Ability to work both independently and as part of a team in a fast-paced environment.

Preferred Qualifications
Prior experience in event support, facilities operations, residence life, or administrative support in an academic or customer service setting.
Familiarity with the client campus or large institutional environments.
Demonstrated flexibility and problem-solving skills during busy or time-pressured periods.

Working Conditions
On-campus, in-person role, with move-ins on June 20, June 21st, July 5th, July 12th, and July 19th.
Work involves frequent movement between buildings and outdoor travel around campus.
Regular handling of materials, supplies, boxes, and equipment; some tasks involve heavy lifting.
Peak workload during move-in, move-out, student check-ins, and major events; occasional weekend daytime commitments.


Additional Job Details
The client Operations Assistant provides essential logistical and administrative support during the peak summer term. This temporary, part-time role helps ensure smooth execution of move-in and move-out, student check-ins, special events, and general summer office operations. By handling time-sensitive physical and clerical tasks, the Operations Assistant enables professional staff to focus on urgent and high-priority program needs.

Notes:

7 hours/day, 14 hours/week; ability to adhere to a fixed schedule and occasional weekend daytime hours

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status