Administrative Assistant VI

Jul 17, 2017
Institution Type
Four-Year Institution

Administrative Assistant VI

Worcester Polytechnic Institute


Position Status: Administrative Non-Exempt Positions

Basic Function:
Provide clerical and administrative support to the Mathematical Sciences Department. Routinely answer questions involving in-depth knowledge of departmental policies and procedures. Assist faculty, students, and staff with accounting needs. Maintain accounting ledger for department budget.

Principal Duties and Responsibilities

  • Process all expense reports, check requests,
    P Card transactions. Maintains budget records, assist in administration of budget and budget planning using all available applications of university software.
  • Assist in annual budget coordination; maintains and tracks departmental budget records and provides support or implementation of department and university administrative policies and procedures.
  • Administrative support to department faculty for budget preparation/planning, expenses, reimbursements for grant awards and proposals (NSF, NIH, etc…).
  • Provides administrative assistance associated with sponsored research grants in accordance with all applicable regulations and policies. Interfaces with Office of Sponsored Programs and Research Accounting.
  • Assist with departmental hiring procedures; record applications, scheduling visits, travel arrangements, support with diversity records for hiring. Interfaces with human resources to facilitate hiring needs. Prepare payroll information for new and visiting faculty/staff.
  • Provides support to Assistant Operations Manager for department events, workshops, conferences, student hires, record keeping, overall operation of department office.
  • Assist with website content, marketing materials, colloquium, seminar, special lecture announcements, department news. Interface with marketing department to facilitate website content.
  • Make travel arrangements for faculty, visitors, and students
  • Provides support for all faculty meetings, prepares minutes
  • Assist in gathering documentation for multiple department/university reports
  • Wide variety of clerical/administrative support provided to students, faculty and staff members.
    Ability to communicate effectively using tact and discretion.
  • Other duties as assigned

    Position Requirements

  • Bachelor’s degree preferred with 5 years of experience preferably in higher education.
  • Excellent Microsoft Office and computer skills required, as well as a strong proficiency with databases and/or accounting system(s)
  • Excellent written and verbal communication skills
  • Excellent organizational and problem solving skills
  • Excellent time-management skills
  • Ability to operate effectively in a fast-paced deadline-driven environment
  • Strong team-orientated work ethic
  • Strong self-motivation and willingness to take on multiple tasks

    Posting Date: 07/14/2017

    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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