Student Administrative Aide 2 - School of Public Health & Tropical Medicine - Student Experience

Duties and Responsibilities

1. Develop and maintain the WSPH Recognized Student Organization (RSO) Canvas course using the existing handbook as a foundational resource.
2. Organize and maintain WSPH RSO related records, graduate assistant resources, and other OSE documents in Box and Microsoft Teams, keeping files current, clearly labeled, and accessible to appropriate users.
3. Review student facing OSE resources periodically and flag outdated information, broken links, or missing materials for correction.
4. Assist with drafting, formatting, scheduling, and distributing OSE approved announcements and promotional materials for student programs and RSO events.
5. Review WSPH RSO social media for announcements and student activities OSE can share. Coordinate with student leaders for event details and promotional materials as needed; each organization remains responsible for its accounts.
6. Maintain a shared tracker of assigned communications, supply, and event-support requests, including deadlines and completion status.
7. Post-event organization: Compile attendance totals, organize event materials, and summarize participant feedback for OSE staff.
8. Prepare event wagons and supply kits for OSE programs and OSE-supported RSO events; organize, restock, and return materials after use.
9. Maintain event supply inventory, track supply use, and report replenishment needs to OSE staff.
10. Assist with event preparation and on-site logistics, including materials preparation, printing, setup, registration, ushering, and breakdown, as assigned by OSE staff.
11. Provide administrative and logistical assistance related to OSE operations, student programs, and events, as assigned.
12. Maintain instructions and checklists for recurring tasks to support transitions between graduate assistants.

Requirements

• Approximately 15 hours per week between 8:30 a.m.–5:00 p.m.
• Ability to sit at a computer for extended periods and stand during event support.
• Ability to push a cart with supplies weighing up to 10 lbs.
• Work study not required (students with work study are welcome to apply).
• Positions available during fall, spring, and summer semesters.
• Work modality: In-person and (remote work available as needed).

Candidate Qualities

The ideal candidate will:

• Demonstrate strong organizational skills, attention to detail, and effective time management.
• Communicate clearly and professionally with students, student leaders, and staff.
• Work independently on assigned tasks, follow established procedures, and seek clarification when needed.
• Maintain dependable attendance and communicate promptly about scheduling conflicts or changes.
• Handle office records and student information confidentially.
• Collaborate effectively with others and adapt to changing office and event needs.