Temporary Administrative Support

Temporary Administrative Support for WeGo Program Operations
Growth & Development Department – WeGo Public Transit

1. Position Information

• Position Title: Temporary Administrative Support
• Reports To: Partnerships & Business Development Manager (Caitlin Okrzesik)
• Work Location: In-Person
• Start Date: ASAP
• End Date (Estimated): TBD

2. Background

WeGo Public Transit seeks temporary, part-time administrative support within the External Affairs department. This position will provide direct support to the Partnerships & Business Development Manager in administering WeGo Ride and Community Impact Partnership programming.

The role focuses on partner account management, administrative coordination, reporting support, and documentation. This temporary assignment is intended to increase administrative capacity during a period of program growth and operational demand.

3. Key Responsibilities

The temporary administrative support staff member will perform the following duties under the supervision of External Affairs leadership:

A. WeGo Ride Partner Account Support

• Serve as the initial point of contact for routine partner questions related to WeGo Ride, providing updates and confirmations when issues are resolved.
• Log technical or system issues and route them to the appropriate internal staff.
• Review, update, and clean partner account information within QuickTicket’s Institutional Admin Portal.
• Monitor participant enrollment status, upcoming renewals, and modifications to ensure records remain up to date.
• Monitor replacement card activity, confirm correct fee amounts, and prevent duplicate requests.
• Support the deactivation of old or inactive cards or participants in coordination with Caitlin and internal staff.

B. Community Impact Partnership Administrative Support

• Maintain tracking lists and documentation for Community Impact partner relationships.
• Assist with scheduling, meeting preparation, and follow-up notes for community partner engagements.
• Support the coordination of outreach events, partnership activities, and program initiatives.
• Organize materials and reporting that help demonstrate community impact and partner outcomes.

C. Reporting, Documentation & Process Improvement

• Develop standardized templates for partner communications and recurring ridership reports.
• Draft SOPs or workflow documentation for routine partner support processes.

4. Deliverables

The temporary staff member will be expected to produce the following deliverables during the assignment:

• Updated and verified WeGo Ride partner account records in the QuickTicket Institutional Admin Portal and internal partner dashboard.
• Organized tracking and documentation of partner support requests, account updates, and administrative tasks completed.
• Identification of recurring challenges or process gaps, with recommendations for long-term partner service improvements.

5. Qualifications

• Experience with online portals, reporting tools, or CRM-type systems is highly preferred.
• Strong administrative, organizational, and data management skills (Excel proficiency required).
• Experience supporting partner-facing or community-facing programs.
• Excellent attention to detail and ability to manage confidential information.
• Clear written and verbal communication skills.

6. Classification & Terms

• Temporary, part-time assignment
• Estimated duration: 1–2 months, with potential extension based on program needs
• Estimated hours: 10–15 hours per week (flexible schedule)
• Non-exempt temporary support role
• Work performed under the direct supervision of the Partnerships & Business Development Manager

7. Performance Expectations

• Maintain a professional and partner-service-oriented approach in all communications.
• Complete administrative and data support tasks accurately and on time.
• Keep clear documentation of work completed and partner interactions.

Communicate proactively regarding progress, issues, or needed follow-up