Administrative Assistant VI-Pre-collegiate Outreach Programs

Aug 17, 2017
Institution Type
Four-Year Institution

Administrative Assistant VI-Pre-collegiate Outreach Programs

Worcester Polytechnic Institute

Department: Pre-Collegiate Outreach Programs

Position Status: Administrative Non-Exempt Positions

Basic Function:
Provide a wide range of multi-tasking and fast-paced administrative, customer service, financial and clerical support in the Office of Pre-collegiate Outreach Programs. This department supports the majority of the academic year and summer youth-targeted outreach programs related to the development of the STEM pipeline.

Principal Duties and Responsibilities

  • Serve as a confidential assistant to the Director and Associate Directors including: processing, filing, and /or reviewing correspondence, confidential materials and financial paperwork; coordinating calendars; reviewing all mail for appropriate action; ensuring coordination of sensitive and urgent items requiring the attention/ review of the Director.
  • Provide professional and courteous phone support as the first point of contact for all phone communications.
  • Responsible for the management of email inquiries through direct response to the customer or forwarding the email to the appropriate staff member.
  • Interact with and assist students, parents, faculty, and staff on a regular basis. Provide information on programs, program locations, and assist with program cancellations. Communicate Pre-collegiate Outreach and University policies and procedures to customers as necessary.
  • Support the logistics of running office programming as required.
  • Manage the administrative duties associated with the hiring of students, staff, and faculty for outreach programs by creating contract letters, uploading information to training portal, collecting signed contracts and managing the CORI process.
  • Responsible for purchasing supplies for the office and other outreach programs. Use the STARS system to generate purchase orders as needed. Organize clean-up and inventory of supplies at the conclusion of programming.
  • Primary contact with facilities for 20 Trowbridge building needs. Place work orders through School Dude.
  • Maintain the calendar for the 20 Trowbridge Road conference room.
  • Submit and reconcile expense reports from program faculty and staff. Collect receipts and manage the p-card statements for office p-card holders.
  • Assist the Operations Manager with the collection of missing fees and missing paperwork, including scanning and uploading documents as necessary.
  • Assist the Program Manager with space reservations for all programming.
  • Assist with administrative duties related to program management. For example, creation of signage, name tags, check-in lists, and program certificates, etc.
  • Serve as a liaison with vendors on event related matters, assist with event planning and catering details.
  • Assist with participant, faculty, staff, and parent surveys before and after programs including emailing surveys to appropriate parties and compiling data.
  • Perform other duties as assigned.
  • Responsible for recurring program communications such as registration reminders, opening and closing day reminders.

    Position Requirements

  • Associate Degree in business or related field preferred.
  • Requires knowledge of typical office procedures and must be proficient in MS Office products (Word, PowerPoint, Excel and Access). Knowledge of SCT Banner is highly desirable.
  • A minimum of three to five years’ experience professional experience in an office/corporate environment
  • Must have excellent customer relation and interpersonal skills, excellent communication skills both oral and written, and excellent diplomatic skills.
  • Must have ability to maintain customer service orientation in a fast-paced, stressful environment.
  • Must have ability to work independently and collaboratively, handle frequent interruptions and be able to juggle multiple tasks at the same time.
  • Strong organizational skills with ability to handle multiple projects simultaneously on short deadlines, including coordinating the efforts of multiple contributors.
  • Excellent office management skills.
  • Requires an intelligent, well organized individual with good interpersonal and time management skills.
  • A pre-employment criminal records check is required.
  • Exceptional attention to detail is required
  • A valid driver’s license and the ability to lift 25lbs.

    Posting Date: 08/09/2017

    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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