Program Assistant

4 weeks ago

Cambridge, United States ACL Digital Full time

Job Title: Program Assistant

Job Location: Cambridge, MA – 02138 – 100% Onsite

Duration: 3 Months contract to Hire

Note from Manager: • Work Schedule: 35/hrs per week We would like to have someone work full-time starting on or around April 26 – asap We would like someone full-time for 14 weeks, until the end of July (August 2). • Location: Is the role 100% onsite? We would like the temp to work 5 days onsite for the first several weeks, and after that, we can move to flex-time, 3-4 days a week in the office. • Duration: 3 months - Is there potential for conversion? Yes, if this person is terrific, we would be delighted to bring them onto the team as full-time staff • Top 3 technical or soft skills you’d like to see that will lead you to request an interview Attention to detail, self-starter, problem-solver, experienced with administration and processing of expenses and other paperwork.

Concur processing, student grants processing, meeting/event organization, purchasing and submitting payments.

Job Description:

  • Concur (Monthly basis, 1-3 week(s), 2-3 hours/week, depending on when Bill provides receipts/approves his report and his travels, if Karen has any follow-up questions, etc.) On the 4th of the month, create report with all expenses that occurred the month prior (i.e. if it’s May 4, create a report with just April expenses)
  • Report should be called “W. Kirby April 2024 Corp. Card” Bill will periodically stop by to drop off receipts. Take notes on the who, what, why (when and where should be obvious in the receipt details).
  • Email Bill with questions about any remaining expenses. Fill out report header details, and for each expense, fill out expense type, business purpose, and city of purchase. If needed, report itemization and separate allocations. Upload a receipt if the purchase is over $75.
  • Mark report “ready for review” and notify Bill that the report needs his approval so that Karen can process the report. Once Bill has approved the report, be on stand by regarding any questions Karen might have about the report. - Internship program o Finish up pre-departure requirements (April-May, 2 months, 10 hours/week) Process any financial aid grants to students via B2P - Summer School o Finish up pre-departure requirements (April-May, 2 months, 5-10 hours/week)
  • Assist Emmeline with tracking form submissions
  • Process grant payments for students receiving financial aid Spring 2024 Term-Time Travel Grants: Wrap-Up (June, 2-3 weeks, 2 hours/week)
  • Remind students that grant reports are due on Sunday, June 30 o Follow up with students who didn’t submit their report o Upload reports and any photos/videos to sharepoint o Notify team when all reports are due - Fall 2024 Term-Time Travel Grants: Publicity (May-July, 2-3 months, 2 hours every 2 weeks) Update graphics in Canva
  • Post on LinkedIn and Instagram as needed - China Updates meeting (April, 1 month, 5 hours/week)
  • Order food/bev Prepare slides and A/V for day-of presentations, may zoom as needed - Steering Committee meeting (April, 1 month, 8 hours/week)
  • Work with faculty club on booking event order: food/bev, room set-up, etc. o Prepare slides and A/V for day-of presentations - Additional tasks (Continuous, 5 hours/week)
  • Dinda’s concur expense report Assist Bill with any hotel bookings, restaurant reservations, etc. Order office supplies via B2P as needed
  • Check Bill’s mail and voicemail weekly o Post social media and update HCF website as needed Ship and/or order Bill’s book, Empire of Ideas
  • Required skills -- 1+ years administrative experience.

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