Office Coordinator & Receptionist - Seaport

Job description

Office Coordinator & Receptionist - Seaport

Worcester Polytechnic Institute


Position Status: Administrative Non-Exempt Positions

Basic Function:
The Office Coordinator and Receptionist will manage the day to day activities in the WPI Seaport Office. They will manage all of the logistics for the office with support from the main campus. This role will require a self-starter with a desire to work with multiple stakeholders on a variety of tasks related to Seaport activities.

Principal Duties and Responsibilities

  • • Primary point person and project manager for facilities related issues, including: office layouts, remodeling, painting, etc.
    • Process AP invoices/PO’s in STARS e-procurement system for the office. Maintain record keeping.
    • Prepare and process accounting documents used in the administration of the budgets as it relates to the Seaport office (e.g., check requests, interdepartmental transfers, cash receipts, expense reports, purchase orders), and maintain record keeping and procedures for same.
    • Order new computer and office equipment after approval by budget owner. Maintain primary responsibility for equipment set-up and trouble-shooting for Seaport office.
    • Supervise replenishment of stock in conference rooms, kitchenette as well as common areas. Monitor office supplies inventory and place orders for supplies in STARS, Administrative and/or Print Services for the office. Maintain documentation (e.g., packing slips) associated therewith.
    • Archive information (including electronic information) for future reference and use according to accepted records retention guidelines.
    • Provide administrative support for all confidential matters related to Seaport office
    • Greet visitors and respond directly to those inquiries made of the office
    • Screen telephone line and email, directing outside queries to proper department.
    • Create and continue to update office procedures with a focus on process improvement.
    • Assist with event planning and execution, leading the planning for smaller group events.
    • Maintain calendar of office space events
    • Performs special projects as assigned.
    • Other duties as required.

    Position Requirements

  • • 10+ years of demonstrate experience in office management
    • Must have a high school diploma
    • Excellent communication skills and attention to detail
    • Experience with event planning preferred

    Posting Date: 08/14/2017

    Open Until Filled: Yes

    Special Instructions to Applicants:
    $20.67 - $22.60/hour

    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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    Job No:
    Posted: 8/18/2017
    Application Due: 8/18/2018
    Work Type: