Temporary Administrative Assistant
Posting Number C00446JP
Department Human Resources
Job Summary
Department: Human Resources
Reporting to: Director of Talent, Compensation, and HR Operations
Pay Rate: $22/hour
The Temporary Administrative Assistant provides project-based administrative support to the Human Resources Office, with a focus on (1) preparing job descriptions for the Job Architect platform, (2) converting and formatting casual job templates from Recruit into Job Architect-ready Word templates, and (3) supporting a paperless filing initiative for H-1B visa application records. (4) Assisting with personnel file maintenance. This role requires excellent attention to detail, strong document formatting skills, and discretion in handling confidential information.
ESSENTIAL FUNCTIONS
1) Job Architect Project Support
Assist with completion of the Job Architect project by preparing job descriptions for platform upload. Place job descriptions into the correct Job Architect template, ensuring accurate content transfer and consistent formatting.
Conduct job description audits to confirm completeness, correct section headers, and adherence to template requirements. Maintain a tracker/log of documents (e.g., received, in-progress, ready for upload, uploaded) and flag issues for follow-up.
2) Casual Job Template Conversion
Download all casual job templates from Recruit (our designated recruitment system). Convert PDF templates to Word and edit to align with the required Job Architect format and template.
Proofread and quality-check converted documents to ensure accuracy, readability, and formatting integrity.
3) H-1B Visa Paperless Filing Support
Assist with implementing a paperless filing system for H-1B visa application records.
Audit existing files against an established checklist to identify missing documents and gaps.
Handle sensitive personal and immigration-related information with discretion; escalate missing documents or file anomalies to the supervisor/assigned HR staff member.
4) Records Management
File and organize HR records in accordance with office procedures; Support file clean-up and organization efforts
Purge files as directed, following established retention/disposal procedures.
5) Additional Administrative Support
Provide other administrative/project support as needed, consistent with the scope of this temporary assignment.
Education/Skills Requirements
High School Diploma or GED required.
Strong Microsoft Word skills (formatting, templates, document clean-up); working knowledge of Excel and Adobe.
Strong organization and follow-through
Document formatting and standardization
Confidentiality and professional judgment
Ability to work independently in a project environment
Experience Requirements and/or Equivalents
2+ year of administrative experience (HR/office setting preferred).
Ability to complete detailed work accurately, maintain organized records, and meet deadlines.
Demonstrated discretion and ability to work with confidential information.
Preferred:
Experience converting documents from PDF to Word and standardizing formatting across many documents.
Familiarity with document management practices.
Prior exposure to HR records retention or immigration/visa documentation
Standard Work Days and Hours
Standard administrative hours are 8:30 a.m. - 5:00p.m.
Schedule: On-site | 10-15 hours per week
Duration: Temporary assignment, estimated 12-15 weeks
We regret that Bowdoin College is unable to provide visa sponsorship for staff positions.
Employment at Bowdoin College is contingent upon satisfactory completion of applicable background checks including but not limited to: criminal records, educational verifications, driving records (when job-related), and/or credit history (when job related).
About Bowdoin
Bowdoin embraces diversity in all forms, and the College is home to talented students, faculty and staff-with a variety of racial, ethnic, cultural, and socioeconomic backgrounds; religious beliefs; and gender identities, among other factors.
We encourage applications from candidates committed to the support of an inclusive campus community and those who will enrich and contribute to the College's multifaceted diversity. We value a community in which individuals of all backgrounds are warmly welcomed and encouraged to succeed.
Founded in 1794, Bowdoin has maintained its commitment to the liberal arts for well over 200 years. Bowdoin's reputation as a preeminent liberal arts college rests on the excellence of its faculty, students, and staff; intimate size; strong sense of community; and connections to the people, history, and natural beauty of Maine.
Bowdoin's campus is situated in a beautiful natural setting. Located in Brunswick, Maine, a town of approximately 20,000, the College is a short drive from the Maine coast, twenty-five miles from Portland and 120 miles from Boston.
Shift
Employment Category Casual
Benefits Eligible No
Pay Type Hourly
Background Check Package Requirements Support Staff
Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job? No
Is a pre-placement physical required for this position? No
Posting Date 08/20/2026
Applications Accepted Until
Open Until Filled No
Type of Posting Internal/External
Special Instructions to Applicants
If selected as a finalist, you will be required to submit information for three references, including name, email address, phone number and how you know the reference.
EEO Information
Bowdoin College complies with applicable provisions of federal and state laws that prohibit unlawful discrimination in employment, admission, or access to its educational or extracurricular programs, activities, or facilities based on race, color, ethnicity, ancestry and national origin, religion, sex, sexual orientation, gender identity and/or expression, age, marital status, place of birth, genetic predisposition, veteran status, or against qualified individuals with physical or mental disabilities on the basis of disability, or any other legally protected statuses.
Supplemental Questions
