Operations and Administrative Assistant

Description:

The Institute for Human-Centered Artificial Intelligence (HAI) seeks an Administrative Associate to join the HR and Operations team. This role provides administrative and operational support for the institute, which includes three faculty, 70 staff, graduate students, and postdocs. The role manages office space, badge access and keys, laptops and equipment, and property tracking. It may also support student and postdoc services, travel and expense reimbursements, purchasing card processes, and basic HR transactions.

This full-time, 6-month hybrid position (40 hours/week) requires a minimum of three days on-site with one of those days required to be Tuesday.

Core Duties:

Space, Facilities & Conference Rooms:

• Manage office space in Gates, CoDA, and Gates Computer Science, including assignments for faculty, staff, postdocs, and visiting scholars; prepare offices for new arrivals; maintain floor plans and space records.
• Liaise and coordinate with facilities management, building managers, and UIT/CRC support staff, on work requests.
• Maintain a tracker of open requests and follow up until each is closed; coordinate with internal HAI staff and campus partners as needed.

Access, Keys & Onboarding/Offboarding:

• Submit and track ID badge access requests, including 24/7 access; order, distribute, and log keys; maintain a tracking method for access levels and key assignments.
• Review the badge access list on a recurring schedule and manage requests and processes so new hires, including temporary workers, receive access, keys, and equipment on time.
• Collect keys, ID cards, and equipment at departure and coordinate close-out with HR, building management, and UIT/CRC.

HR Transactions, Communications:

• May assist with basic HR transactions, such as data collection, communication, and initiating onboarding/offboarding requirements.
• Manage the department shared inbox: monitor incoming requests, respond or route them to the appropriate team member, and follow up until each is resolved.
• Draft emails to affiliates, inventory documents, and instructions for shared resources; make light edits to institute's intranet web pages.
• Prepare basic reports, including computer inventory tracking, building access, and space management, using tools such as Smartsheet and Google Workspace.

Education & Experience:

High school diploma or equivalent and six years of administrative experience, or combination of education and relevant experience.