Administrative Assistant VI

Apr 26, 2017
Institution Type
Four-Year Institution

Administrative Assistant VI

Worcester Polytechnic Institute

Department: Dean of Graduate Studies

Position Status: Administrative Non-Exempt Positions

Basic Function:
Serve as confidential assistant to the Dean of Graduate Studies (DGS). Responsible for providing, under minimal or no supervision, all organizational, administrative, and clerical duties associated with the Dean's office and special projects as directed by the Dean. The position requires excellent interpersonal skills to interact in a customer-friendly, polished, and sophisticated manner with a broad range of stakeholders including the President's Office, Provost's Office, Department Heads, academic and administrative executives, faculty, and staff using confidential and sensitive information. This position requires knowledge of office systems and procedures.

Principal Duties and Responsibilities

  • -Determines priority of workload and solves a variety of office problems.
    -Maintains and oversees confidential information requiring an in-depth knowledge of procedures, methods, and ability to analyze data.
    -Prepares and assists in the analysis of Dean’s budget reports and provides administrative support for all confidential matters.
    -Provides financial management support, including P-Card reconciliation and expense report generation for the Dean, Director of Graduate Student Professional Development, and other Graduate Studies Office staff.
    -Preparation and accounting of documents including check requests, purchase orders, expense reports, and interdepartmental transfers affecting the Dean’s budget.
    -Responsible for P-Card function of Dean, including preparing and timely processing of all expenses.
    -Provides regular maintenance, update, and further develop the DGS website using the appropriate Content Management System.
    -Agreement management including, but not limited to Non-disclosure agreements and Memorandums of Understanding.
    -Assists with email communication from Dean to internal and external community, including collection of information for graduate studies email newsletter.
    -Acts as liaison between DGS and Marketing, for the purpose of promoting and enhancing communications related to graduate studies.
    -Act as departmental liaison and facilitate communication internally within the Dean of Graduate Studies organization and with external contacts.
    -Prepares draft correspondence as appropriate for Dean; exercises judgment on priorities.
    -As part of a team, assists Event Coordinator with organization of events and meetings including, but not limited to, Graduate Student Orientation, Commencement Reception, GRIE, Fellowship Recognition Dinner, STARS, and other special academic programs as needed.
    -Serves as backup support for Provost’s Office support staff when necessary. Cross-training may be necessary.
    -Screens telephone calls and directs outside queries to proper department. Relieves Dean of handling routine contacts, answers questions, and gathers information requiring discretion and sensitivity.
    -Maintains Dean’s schedule and all office records. Schedules appointments and arrange meetings for Dean and makes travel arrangements, hotel reservations, conference registrations, prepared detailed itineraries, etc. When requested, schedule appointments and arranges meetings for Dean of Graduate Studies staff.
    -Archives information (including electronic information) for future reference and use.
    -Manages logistics, including room reservations, printing event materials, coordination of A/V and facilities support, and catering orders for routinely occurring graduate student professional development programs, including, but not limited to the STARS series.
    -Documents office procedures, identifies changes, and makes appropriate updates as changes occur.
    -Works closely with Graduate Coordinators and Graduate Admissions Assistants to carry out the essential duties of the Office of Graduate Studies.
    -Performs special projects and other duties as assigned.

    Position Requirements

  • -High School graduate with additional schooling. Five+ years’ experience in an high-level office environment.
    -Proficient in MS Office required, as well as familiarity with other personal computer applications.
    -Previous budget maintenance preferred.
    -Ability to work autonomously and handle multiple tasks simultaneously.
    -Must work well with others.
    -Excellent judgment, communication and organization skills required.

    Posting Date: 04/14/2017

    Open Until Filled: No

    Special Instructions to Applicants:

    EEO Information:
    We are an Equal Opportunity Employer and do not discriminate against applicants due to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status or disability. We are looking for individuals who value creativity, diversity, inclusion, and collaboration.

    Criminal Background Check Statement:
    A pre-employment criminal records check is required.

    To apply, visit:

    WPI, the nation's third oldest private technological university, established in 1865 by New England industrialists John Boynton and Ichabod Washburn consists of 80 acres set in a safe, residential section of Worcester, Massachusetts—the second largest city in New England—home to 13 colleges, and situated 40 miles west of Boston.

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