Administrative Assistant VI

May 08, 2017
Institution Type
Four-Year Institution

Administrative Assistant VI

Worcester Polytechnic Institute


Position Status: Administrative Non-Exempt Positions

Basic Function:
Serve as confidential assistant to department head; acts as the initial contact assisting students and faculty with questions and directions, and oversees operation of the Department Office.

Principal Duties and Responsibilities

  • Wide variety of clerical/administrative support provided to students, faculty and staff members.
  • Assists department head in carrying out confidential matters.
  • Process all check requests, expense reports and P Card transactions. Maintain accounting ledger for Operating Budget, PO’s, Dept Funds, Gifts, Grants, etc
  • Maintain P Card transaction log records
  • Draft Dept Operating Budget and enter new budget in Banner
  • Draft Adjunct Teaching Schedule, prepare authorizations for the offices of the Dean and Provost.
  • Draft Course Schedule for next Academic Year
  • Maintain Dept website with Content Management Software
  • Guides and assists administrative assistants and student workers (Work Study, Peer Learning Assistants) with their duties.
  • Ability to perform most of duties and responsibilities required in CEE Office.
  • Prepare Annual Civil & Environmental Engineering Resume Booklet for mailing.
  • Hires, processes EPAFÍs and assigns duties for Work Studies and Peer Learning Assistants on a Term-to-Term basis.
  • Distributes and collects bi-weekly time cards for both of the above named groups and staff members.
  • Orders all office supplies required to effectively run the department office efficiently including maintenance of copy machine, fax machine, plant services work orders, arranges setting up offices for new faculty members.
  • Orders all textbook and desk copies required by professors for each term.
  • Orders necessary materials required by professors to run their courses effectively.
  • Acts as department receptionist, ability to answer questions and fulfill requests of faculty, students and guests to department and WPI, should be able to answer most any question asked or be able to refer to proper source.
  • Screens daily mail and distributes same, handles many pieces of incoming mail independently.
  • Makes travel arrangements for department head and faculty members when called upon to do so.
  • Handles bi-annual meeting of the CEE Advisory Committee, arranging notification of meetings, necessary refreshments and preparation of material required to mail to members for these meeting.
  • Coordinates weekly CEE Department Meetings (minutes, notifications, etc)
  • Deals with very many sensitive, confidential matters for the department head and makes decisions in absence of supervisor that affects the department, relieves department head of handling numerous routine contacts, discusses with department head decisions on policies and procedures to effectively and smoothly run the department office, provides a wide variety of knowledge of office operations and procedures.
  • Use a wide variety of business and technical programs on computer (word processing, Excel spreadsheets, graphics and e-mail, WPI Banner Program).
  • Compiles background information and data for department head for Faculty Annual Reports, Department Annual Report, and MQP Presentations in the spring of the year.
  • Arranges for CEE Awards and Luncheon at end of academic year. Gathers information for ABET (Accreditation) Reports.
  • Flexible and able to maintain good working relationship with department faculty, staff and students, as well as other members of the WPI community.
  • Performs other duties as assigned.

    Position Requirements

  • High school graduate and as least five years work experience required. BS preferred.
  • Good organizations skills required.
  • Ability to self learn — computer and network applications as well as office management — is essential.
  • Ability to communicate is necessary.
  • Work as a team member (accepts new ideas, initiate concepts and ventures with faculty).
  • Computer skills, such as word processing, spreadsheet, e-mail, required.
  • Ability to learn Banner and other administrative software required.

    Posting Date: 05/05/2017

    Open Until Filled: Yes

    Special Instructions to Applicants:
    (Hiring Range: $15.35-$16.50)

    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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