Job Description

The Summer Office Assistant provides operational support during the departmental relocation process. This position focuses on the systematic scanning and digitization of confidential paper files while assisting with the physical and administrative tasks associated with office space relocation. Maintaining the highest standards of confidentiality is a core requirement of this role.

Essential Job Functions

• Records Modernization: Execute the systematic scanning and digital filing of paper records to ensure long-term preservation and accessibility.
• Confidentiality Management: Handle sensitive and confidential data with extreme discretion and professional judgment.
• Relocation Support: Provide assistance during office moves, including organizing and moving materials and coordinating with Facilities for furniture or equipment updates.
• Independent Execution: Demonstrate the ability to work independently, following established office procedures and accepting direction from supervisors.

Detailed Examples of Duties

• Digitization: Readies physical files for scanning, ensuring all documents are captured accurately and filed according to departmental naming conventions.
• File Maintenance: Keeps an accurate and current filing system, transitioning physical archives to secure digital platforms.
• Relocation Assistance: Assists in packing and moving contents of current storage and office space.
• Office Support: Provides general assistance to the Executive Administrative Assistant as needed to streamline divisional work during the summer transition.

Qualifications

• Education: Current student status or experience equivalent to a high school education.
• Technical Proficiency: Demonstrated ability to operate a personal computer and familiarity with scanning equipment, MS Office, and Google Platforms.
• Discretion: Proven capacity to handle confidential data and exercise good judgment.