Office Assistant - Facilities and Campus Operations

3-Month Contract/Temp Assignment (with possible extension)

Location: Providence, RI 02912

Start Date: ASAP

Hours: 8:30 AM – 5:00 PM

Pay Rate: $22.00/hour

Our client is seeking an Office Assistant to support a small but very busy department. The selected will need to assist with day-to-day tasks (e.g. make calls to departments and managers; walk to buildings on campus and check event spaces). Some weekend events may require you to be onsite and OT is approved.

Major Responsibility:

1. Administrative and Logistics Support - 40%

• Scheduling: Coordinate complex calendars, team shifts, and room bookings via 25Live or similar campus systems.
• Vendor Management: Act as point of contact for external vendors (rentals, catering, AV).
• Inventory Tracking: Maintain and track event assets (furniture, signage, equipment) and flag maintenance needs.
• Data Integrity and Formatting Discipline: Adhere strictly to departmental standards for data entry, naming conventions, and document architecture. You must replicate established templates without authorized adjustments to ensure data remains compatible with team-wide systems.
• Real-Time Logistics: Update “Live” documents and setup checklists instantaneously as event variables change, ensuring the field crew always has the most current information.

2. Event Coordination - 20%

• On-Site Assistance: Support the supervisor and field team to ensure setup matches floor plans.
• Safety Compliance: Help monitor event setups to ensure they adhere to university safety standards and ADA accessibility requirements.

3. Communication - 20%

• Inbox Management: Serve as gatekeeper for the departmental email account; prioritize urgent requests and maintain professional, “zero-inbox” philosophy.
• Customer Relations: Provide a high standard of customer service, answering questions and where appropriate, following up with relevant info.
• Facilities Liaison: Initiate and follow up on work orders with the Facilities & Campus Operations shops (Carpentry, Electric, Custodial). Ensure clear communication between external trades and the Event Ops. Team to prevent bottlenecks.

4. Operational Discipline and Field Support - 20%

• Adhere to Protocol: Execute tasks strictly according to the “University Grid” (a set of proven workflows designed for campus-wide safety and efficiency.
• On-Site Quality Control: Move across campus to verify that physical setups mirror the digital plans and meet ADA/safety requirements.
• Small-Team Agility: Support the supervisor and field team during high-profile event phases (e.g. Commencement) with a “no task too small” attitude.

Requirements:

• 1 – 3 years of experience (e.g. Events, Administrative)
• Proficiency with Microsoft Office Suite and Google Suite.
• Must be detail-oriented, flexible and calm under pressure.
• Excellent communication skills.
• High School Diploma or GED

nextSource is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, marital status, parental status, cultural background, organizational level, work styles, tenure, and life experiences, or for any other reason.

nextSource is committed to providing reasonable accommodation for qualified individuals with disabilities in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at talent@nextSource.com. 

What nextSource Provides:

• Healthcare Benefits including Medical, Prescription, Vision & Dental Coverage | United Healthcare
• Voluntary STD & LTD | New York Life
• 401(k) Retirement Planning | Fidelity
• Discount Program

*You are Eligible to participate in the benefits program if you are considered a full-time employee of nextSource, working at least 30 hours per week on a consistent basis. Your coverage will be effective on the 1st of the month following 60 days of employment.